Check Numbering and Company Information

AccuArk's Check Printer includes several features for managing check numbers, loading your company's payer information, and working with pre-printed check stock. This article covers the auto-increment workflow, company information loading, the pre-printed stock option, routing and account number fields, date format selection, and tips for organizing your check printing across multiple bank accounts.

Check Number Field

The Check Number field appears near the top of the Check Printer form. You can enter a check number manually by typing it directly into the field, or you can let AccuArk auto-increment from the last number stored in your template.

When you save a check printing template, the current check number is stored as part of that template's data. Unlike other template fields (which store layout configuration), the check number is a special case — it stores the actual value so that AccuArk can track where you left off. The next time you load that template, AccuArk reads the stored check number and increments it by one, giving you the next sequential number automatically.

This auto-increment only happens at template load time. If you manually change the check number after loading a template, AccuArk uses your manually entered value instead.

Auto-Increment Workflow

The recommended workflow for maintaining sequential check numbers is:

1. Load your check template — Open the Check Printer and load the template for the bank account you are writing a check from. The check number field auto-fills with the next number in sequence.
2. Note the auto-filled check number — Verify that the displayed number matches what you expect. If the number seems wrong (for example, if someone else printed checks from a different computer), you can manually correct it.
3. Fill in the check details — Enter the payee name, amount, date, and memo as needed.
4. Print the check — Press Ctrl+P to print. Verify the output is correct.
5. Save the template — After printing, save the template with the same name to update the stored check number. This ensures the next person who loads the template gets the correct next number.

This workflow prevents duplicate check numbers across print sessions. As long as everyone on the team follows the pattern of loading before printing and saving after printing, the check numbers stay in sequence.

Important note on multi-user environments: If two users load the same template at the same time, they will both receive the same auto-incremented number. To avoid this, coordinate check printing so only one person prints from a given bank account at a time. Alternatively, assign different check number ranges to different users.

Loading Company Information

The Check Printer includes a Load Company button that populates the payer information block with your company's name and address. This data is pulled from AccuArk's company settings (configured under Settings > Company Information in the main application).

The payer block typically appears in the upper-left area of the check, identifying who is issuing the payment. When you click Load Company, AccuArk fills in:

• Company name
• Street address (line 1 and line 2 if applicable)
• City, state, and ZIP code

You can edit the loaded information directly in the fields if you need to make adjustments. For example, if your company uses a different name on checks than in the general company settings, you can modify the text after loading it.

If your company settings have not been configured yet, the Load Company button fills in empty values. Configure your company information under Settings first, then return to the Check Printer and use Load Company.

Pre-Printed Stock Option

If your check stock already has your company name and address pre-printed in the payer area, check the Pre-Printed Stock checkbox. This option does two things:

1. Disables editing of the payer information fields — The company name and address fields become read-only and grayed out, preventing accidental changes.
2. Disables printing of the payer information section — AccuArk skips the payer block when generating the print output, ensuring that nothing is printed over the pre-existing text on your check stock.

This is important because printing over pre-printed text creates visual clutter and can make the check look unprofessional or potentially fraudulent. If your checks already say “Acme Corporation, 123 Main Street” in the upper left, you do not want AccuArk printing the same information (or slightly different information) on top of it.

When Pre-Printed Stock is unchecked, the payer information fields are editable and their content is included in the printed output. Use this mode when your check stock is blank in the payer area and you need AccuArk to print your company details.

Routing and Account Numbers

Two fields at the bottom of the form accept your bank's routing number and your account number. These fields feed the MICR line at the bottom of the check.

• Routing Number — Enter the 9-digit ABA routing number that identifies your bank. This number can be found on any existing check from the same account, or by contacting your bank. It is the first group of numbers in the MICR line, enclosed between transit symbols.
• Account Number — Enter your bank account number. The length varies by bank (typically 8 to 17 digits). This is the second group of numbers in the MICR line, enclosed between on-us symbols.

These fields are only used when MICR printing is enabled. If your check stock already has a pre-printed MICR line, you do not need to enter routing or account numbers — leave MICR printing disabled and these fields will be ignored.

When you save a template, the routing and account numbers are stored with it. This means you can have separate templates for different bank accounts, each with the correct routing and account numbers pre-filled.

Date Format Options

The Check Printer offers several date format options for how the check date is printed. The available formats include:

Select the format that matches your business and banking conventions. The US standard format (MM/dd/yyyy) is the default. The date format selection is saved with your template, so you only need to set it once for each template.

The date format affects only how the date is printed on the check. It does not change the date picker control on the form, which always uses your system's regional date format for input.

Tips for Managing Multiple Bank Accounts

• Create a separate template for each bank account — Each template stores its own check number, routing number, account number, and payer information. By keeping separate templates, you avoid accidentally printing checks with the wrong bank details.
• Include the bank name in the template name — Use descriptive names like “Chase Business Checking - #10 3-Per-Page” or “Wells Fargo Payroll - Single Check-on-Top.” This makes it immediately clear which bank account and check format each template uses when selecting from the template list.
• Verify the check number matches your checkbook register — Before printing, confirm that the auto-incremented check number matches the next available number in your paper check register or accounting records. Gaps or duplicates in check numbers can complicate bank reconciliation and audit processes.
• Record printed checks in your accounting system — After printing a check, record it in AccuArk's accounting module or your external accounting system with the correct check number, payee, amount, and date. This creates a complete trail for bank statement reconciliation.
• Designate one person per bank account — To avoid check number conflicts in multi-user environments, consider designating one person responsible for printing checks from each bank account. This eliminates the risk of two people printing the same check number simultaneously.