This article reviews the process for manually printing Paychecks and Paystubs within Paycheck Runs for R365 Payroll.
Once Paychecks have been printed, they cannot be reprinted. However, Paystubs can be printed for any already printed check. Paychecks are printed on the same check stock that is used when printing checks for AP Payments.
Security
The permissions listed here are associated with printing Paychecks and Paystubs within Paycheck Runs. These Permissions can be added to Custom User Roles or single Users. Learn more about managing Permissions and Custom User Roles here.
Paycheck Run Permissions are found in the Permission Tree as follows:
Payroll
R365 Payroll
Paycheck Runs
View Paycheck Runs
Print Paychecks with signature
Print Paychecks
Print Paystubs
Edit Payment Date
The Permission Access report can be used to determine which User Roles or Users already have these Permissions assigned.
Learn more about User Setup and Security here.
Printing All Paychecks
Follow these steps to print all unprinted Paychecks within a Paycheck Run:
1) Open the created Paycheck Run from the Paycheck Runs page.
2) Confirm that the pay run Date is the correct pay date for printed Paychecks.
This date cannot be changed once any Paychecks within the Paycheck Run are printed.
3) Click Print Checks in the header.
If Print & Ship is enabled, the Print Checks option is in the drop-down menu.
4) Click Preview to review the paycheck PDF before printing.
Preview opens the PDF in a new browser tab. It does not create a Journal Entry, change the status of the Paycheck Run, or trigger a print.
5) Set the Include signature checkbox to reflect whether the printed checks should include a signature.
Important Note About the Include Signature Checkbox
This checkbox is only visible to users with the Print Paychecks with signature permission. It defaults to unchecked the first time it is used, then remembers the last value set. Print Checks uses the checkbox state at the moment it is clicked, not the state when Preview was last used.
6) Click Print Checks.
A PDF generates using the Include signature checkbox state at the moment of this click. The PDF opens in a new tab or downloads automatically, depending on the browser.
7) Navigate to the PDF and print the checks.
The PDFs will appear in the downloads folder.
8) In the confirmation window, choose Printed Successfully, Reprint Now, or Reprint Later.
Printed Successfully — changes the status of the Paycheck Run to Printed and creates a Journal Entry for the Paycheck Run. Paychecks cannot be reprinted after this.
Reprint Now — regenerates the PDF. The confirmation window remains open.
Reprint Later — does not change the status of the Paycheck Run and does not create a Journal Entry. Checks remain unprinted.
Printing Individual Paychecks and Paystubs
Paychecks and Paystubs can be printed individually. Printing an individual Paycheck will not change the status of the Paycheck Run unless all Paychecks have been printed.
Individual Paychecks
Follow these steps to print an individual Paycheck:
1) Confirm that the Pay Run Date is the correct pay date for printed Paychecks.
This date cannot be changed once any Paychecks within the Paycheck Run are printed.
2) Locate the desired Paycheck in the Checks section.
3) Click the print icon for the desired Paycheck.
4) Click Preview to review the paycheck PDF.
Preview opens the PDF in a new browser tab. It does not create a Journal Entry, change the status of the Paycheck Run, or trigger a print.
5) Set the Include signature checkbox to reflect whether the printed check should include a signature.
This checkbox is only visible to users with the Print Paychecks with signature permission. It defaults to unchecked the first time it is used, then remembers the last value set.
6) Click Print Checks.
A PDF generates using the Include signature checkbox state at the moment of this click.
7) Navigate to the PDF and print the check.
The PDFs will appear in the downloads folder.
8) Choose Printed Successfully, Reprint Now, or Reprint Later.
Printed Successfully — creates a Journal Entry for the Paycheck. Once a Paycheck has been successfully printed, it cannot be reprinted.
Reprint Now — regenerates the PDF.
Reprint Later — does not create a Journal Entry; the check remains unprinted.
Paystubs for Printed Paychecks
After a Paycheck has been printed, it cannot be reprinted. However, a Paystub can be reprinted.
Follow these steps to print a Paystub for an already printed Paycheck:
1) Locate the desired Paycheck in the Checks section.
2) Click the print icon for the desired Paycheck.
A confirmation window opens, stating that the Paycheck has already been printed.
3) Click Preview to review the paystub PDF before printing.
Preview opens the PDF in a new browser tab. It does not create a Journal Entry, change the status of the Paycheck Run, or trigger a print.
4) Click Print Paystub to generate a PDF of the Paystub.
The PDF opens in a new tab or downloads automatically, depending on the browser being used.
Individual Paystubs
If Paystubs are included in the Paycheck Run, they can be printed individually.
Follow these steps to print an individual Paystub:
1) Locate the desired Paystub in the Paystubs section.
2) Click the print icon for the desired Paystub.
A Print Paystubs confirmation window opens.
3) Click Preview to review the paystub PDF before printing.
Preview opens the PDF in a new browser tab. It does not create a Journal Entry, change the status of the Paycheck Run, or trigger a print.
4) Click Print Paystub to generate a PDF of the Paystub.
The PDF opens in a new tab or downloads automatically, depending on the browser being used.
FAQ
Can I reprint a paycheck after choosing Printed Successfully?
No. Choosing Printed Successfully finalizes the print and creates a Journal Entry, so the paycheck cannot be reprinted afterward. A Paystub can still be reprinted for that check. Learn more about funding and payroll journal entries.
Does printing a paycheck always create a Journal Entry?
Only if Printed Successfully is selected in the confirmation window. Choosing Reprint Later does not create a Journal Entry and leaves the check unprinted. Learn more about funding and payroll journal entries.
What happens if the paycheck or paystub PDF doesn't open?
Check the browser's pop-up blocker first, since the PDF opens in a new tab. If it still doesn't open or download, try the print action again. [LINK NEEDED: paycheck or paystub PDF troubleshooting]
Do I need a special permission to print checks with a signature?
Yes. The Print Checks w/ Signature option only appears for users who hold the Print Paychecks with signature permission. Learn more about managing permissions and custom user roles.
What's the difference between printing checks manually and using Print & Ship?
Printing manually generates the PDF in-house for printing on check stock right away. Print & Ship submits checks to be printed and mailed in bulk instead. Learn more about Print & Ship.