--- title: "Manually Print Paychecks and Paystubs" slug: "r365-payroll-paycheck-runs-manually-print-paychecks-and-paystubs" description: "Manually print paychecks and paystubs from a Paycheck Run using the print function in the Paycheck Run Details sidesheet." updated: 2026-08-04T15:18:02Z published: 2026-08-04T15:18:02Z canonical: "docs.restaurant365.com/r365-payroll-paycheck-runs-manually-print-paychecks-and-paystubs" stale: true --- > ## Documentation Index > Fetch the complete documentation index at: https://docs.restaurant365.com/llms.txt > Use this file to discover all available pages before exploring further. # Manually Print Paychecks and Paystubs This article reviews the process for manually printing Paychecks and Paystubs within [Paycheck Runs](/doc/docs/workforce-paycheck-runs-page) 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](/doc/docs/check-printing-setup-united-states-check-format) 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](/doc/docs/custom-user-roles). 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](/doc/docs/generating-a-permissions-access-report) can be used to determine which [User Roles](/doc/docs/security-permissions-user-roles) or [Users](https://help.restaurant365.net/support/login) already have these Permissions assigned. Learn more about [User Setup and Security here](/doc/docs/user-setup-security-and-location-access). --- ## 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.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-GFZDQH84.png?sv=2026-02-06&spr=https&st=2026-11-10T16%3A58%3A23Z&se=2026-11-10T17%3A58%3A23Z&sr=c&sp=r&sig=gfkg79Gx1hPS4kUSfMT7VVM3%2B153xyoS8RoXKRc0Lbo%3D) ****2)** Confirm that the pay run Date is the correct pay date for printed Paychecks.** > [!WARNING] > This date cannot be changed once any Paychecks within the Paycheck Run are printed. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-NM3G2IC5.png?sv=2026-02-06&spr=https&st=2026-11-10T16%3A58%3A23Z&se=2026-11-10T17%3A58%3A23Z&sr=c&sp=r&sig=gfkg79Gx1hPS4kUSfMT7VVM3%2B153xyoS8RoXKRc0Lbo%3D) ****3)** Click **Print Checks** in the header.** > [!NOTE] > If Print & Ship is enabled, the Print Checks option is in the drop-down menu. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-6LTY110A.png?sv=2026-02-06&spr=https&st=2026-11-10T16%3A58%3A23Z&se=2026-11-10T17%3A58%3A23Z&sr=c&sp=r&sig=gfkg79Gx1hPS4kUSfMT7VVM3%2B153xyoS8RoXKRc0Lbo%3D) ****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. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-JM0QPEJ3.png?sv=2026-02-06&spr=https&st=2026-11-10T16%3A58%3A23Z&se=2026-11-10T17%3A58%3A23Z&sr=c&sp=r&sig=gfkg79Gx1hPS4kUSfMT7VVM3%2B153xyoS8RoXKRc0Lbo%3D) ****5)** Set the **Include signature** checkbox to reflect whether the printed checks should include a signature.** > [!WARNING] > 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. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-T4QEK6HG.png?sv=2026-02-06&spr=https&st=2026-11-10T16%3A58%3A23Z&se=2026-11-10T17%3A58%3A23Z&sr=c&sp=r&sig=gfkg79Gx1hPS4kUSfMT7VVM3%2B153xyoS8RoXKRc0Lbo%3D) ****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. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-ZSL76PKF.png?sv=2026-02-06&spr=https&st=2026-11-10T16%3A58%3A23Z&se=2026-11-10T17%3A58%3A23Z&sr=c&sp=r&sig=gfkg79Gx1hPS4kUSfMT7VVM3%2B153xyoS8RoXKRc0Lbo%3D) ****7)** Navigate to the PDF and print the checks.** The PDFs will appear in the downloads folder. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-1785788929763.png?sv=2026-02-06&spr=https&st=2026-11-10T16%3A58%3A23Z&se=2026-11-10T17%3A58%3A23Z&sr=c&sp=r&sig=gfkg79Gx1hPS4kUSfMT7VVM3%2B153xyoS8RoXKRc0Lbo%3D) ****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. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-233JENSR.png?sv=2026-02-06&spr=https&st=2026-11-10T16%3A58%3A23Z&se=2026-11-10T17%3A58%3A23Z&sr=c&sp=r&sig=gfkg79Gx1hPS4kUSfMT7VVM3%2B153xyoS8RoXKRc0Lbo%3D) --- ## 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.** > [!WARNING] > This date cannot be changed once any Paychecks within the Paycheck Run are printed. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-NM3G2IC5.png?sv=2026-02-06&spr=https&st=2026-11-10T16%3A58%3A23Z&se=2026-11-10T17%3A58%3A23Z&sr=c&sp=r&sig=gfkg79Gx1hPS4kUSfMT7VVM3%2B153xyoS8RoXKRc0Lbo%3D) ****2)** Locate the desired Paycheck in the Checks section.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-J72Y9Y88.png?sv=2026-02-06&spr=https&st=2026-11-10T16%3A58%3A23Z&se=2026-11-10T17%3A58%3A23Z&sr=c&sp=r&sig=gfkg79Gx1hPS4kUSfMT7VVM3%2B153xyoS8RoXKRc0Lbo%3D) ****3)** Click the print icon for the desired Paycheck.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-Z6Z18Q2A.png?sv=2026-02-06&spr=https&st=2026-11-10T16%3A58%3A23Z&se=2026-11-10T17%3A58%3A23Z&sr=c&sp=r&sig=gfkg79Gx1hPS4kUSfMT7VVM3%2B153xyoS8RoXKRc0Lbo%3D) ****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. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-B8QZKZWG.png?sv=2026-02-06&spr=https&st=2026-11-10T16%3A58%3A23Z&se=2026-11-10T17%3A58%3A23Z&sr=c&sp=r&sig=gfkg79Gx1hPS4kUSfMT7VVM3%2B153xyoS8RoXKRc0Lbo%3D) ****5)** Set the **Include signature** checkbox to reflect whether the printed check should include a signature.** > [!WARNING] > 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. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-49K8TPXG.png?sv=2026-02-06&spr=https&st=2026-11-10T16%3A58%3A23Z&se=2026-11-10T17%3A58%3A23Z&sr=c&sp=r&sig=gfkg79Gx1hPS4kUSfMT7VVM3%2B153xyoS8RoXKRc0Lbo%3D) ****6)** Click **Print Checks**.** A PDF generates using the Include signature checkbox state at the moment of this click. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-VM01X953.png?sv=2026-02-06&spr=https&st=2026-11-10T16%3A58%3A23Z&se=2026-11-10T17%3A58%3A23Z&sr=c&sp=r&sig=gfkg79Gx1hPS4kUSfMT7VVM3%2B153xyoS8RoXKRc0Lbo%3D) ****7)** Navigate to the PDF and print the check.** The PDFs will appear in the downloads folder. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-1785788929763.png?sv=2026-02-06&spr=https&st=2026-11-10T16%3A58%3A23Z&se=2026-11-10T17%3A58%3A23Z&sr=c&sp=r&sig=gfkg79Gx1hPS4kUSfMT7VVM3%2B153xyoS8RoXKRc0Lbo%3D) ****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. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-E7RP212B.png?sv=2026-02-06&spr=https&st=2026-11-10T16%3A58%3A23Z&se=2026-11-10T17%3A58%3A23Z&sr=c&sp=r&sig=gfkg79Gx1hPS4kUSfMT7VVM3%2B153xyoS8RoXKRc0Lbo%3D) ### 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.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-DO33HBQX.png?sv=2026-02-06&spr=https&st=2026-11-10T16%3A58%3A23Z&se=2026-11-10T17%3A58%3A23Z&sr=c&sp=r&sig=gfkg79Gx1hPS4kUSfMT7VVM3%2B153xyoS8RoXKRc0Lbo%3D) ****2)** Click the print icon for the desired Paycheck.** A confirmation window opens, stating that the Paycheck has already been printed. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-WG9JQQ2E.png?sv=2026-02-06&spr=https&st=2026-11-10T16%3A58%3A23Z&se=2026-11-10T17%3A58%3A23Z&sr=c&sp=r&sig=gfkg79Gx1hPS4kUSfMT7VVM3%2B153xyoS8RoXKRc0Lbo%3D) ****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. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-WFEWK417.png?sv=2026-02-06&spr=https&st=2026-11-10T16%3A58%3A23Z&se=2026-11-10T17%3A58%3A23Z&sr=c&sp=r&sig=gfkg79Gx1hPS4kUSfMT7VVM3%2B153xyoS8RoXKRc0Lbo%3D) ****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. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-50JPQ8XZ.png?sv=2026-02-06&spr=https&st=2026-11-10T16%3A58%3A23Z&se=2026-11-10T17%3A58%3A23Z&sr=c&sp=r&sig=gfkg79Gx1hPS4kUSfMT7VVM3%2B153xyoS8RoXKRc0Lbo%3D) ### 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.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-P52P9P58.png?sv=2026-02-06&spr=https&st=2026-11-10T16%3A58%3A23Z&se=2026-11-10T17%3A58%3A23Z&sr=c&sp=r&sig=gfkg79Gx1hPS4kUSfMT7VVM3%2B153xyoS8RoXKRc0Lbo%3D) ****2)** Click the print icon for the desired Paystub.** A Print Paystubs confirmation window opens. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-KQERITJ0.png?sv=2026-02-06&spr=https&st=2026-11-10T16%3A58%3A23Z&se=2026-11-10T17%3A58%3A23Z&sr=c&sp=r&sig=gfkg79Gx1hPS4kUSfMT7VVM3%2B153xyoS8RoXKRc0Lbo%3D) ****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. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-Z0J2FMTD.png?sv=2026-02-06&spr=https&st=2026-11-10T16%3A58%3A23Z&se=2026-11-10T17%3A58%3A23Z&sr=c&sp=r&sig=gfkg79Gx1hPS4kUSfMT7VVM3%2B153xyoS8RoXKRc0Lbo%3D) ****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. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-8R4YUHSO.png?sv=2026-02-06&spr=https&st=2026-11-10T16%3A58%3A23Z&se=2026-11-10T17%3A58%3A23Z&sr=c&sp=r&sig=gfkg79Gx1hPS4kUSfMT7VVM3%2B153xyoS8RoXKRc0Lbo%3D) --- ### 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](/doc/docs/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](/doc/docs/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](/doc/docs/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](/doc/docs/r365-payroll-print-ship-paychecks). Restaurant365 Accounts Payable — payments a company owes to vendors. In Bank Activity, imported bank transactions can be matched to AP payments to confirm they've cleared the bank account. Access rights granted to users or user roles that dictate what actions they can perform within the system. A batch payroll cycle in R365 that calculates and distributes employee payments for a specific pay period. A pay run moves through three phases — preparation (importing earnings from the DSS and adding adjustments), calculation and approval, and paycheck distribution — and generates associated payroll and funding journal entries. Approving a pay run is irreversible.