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Downloading eCheck PDFs

Jonathan Schuyler
Updated

When a check is lost in the mail or a vendor needs their money sooner, you don't have to wait on the postal service. Here's how to download an eCheck PDF (also called an e-check, check PDF, or printable check) of a Bill Pay check payment so your vendor can deposit it with mobile deposit.

If you download the eCheck PDF before MarginEdge prints the paper check, the paper check won't be printed or mailed.
If the check has already been printed, be aware that downloading and sharing an eCheck will create a duplicate. We suggest you alert your vendor to be on the lookout for the one coming in the mail and to shred it when it arrives.

Article Contents

What You'll Need

  • A check payment in Bill Pay, scheduled or already sent. eCheck PDFs are only for check payments, not electronic (ACH or MEEP) payments.
  • Bill Pay access. If your company uses payment approval, the check must be approved first, and only users with the Accountant or Franchisee Accountant role can download the eCheck PDF.
  • An active bank account the payment was made from, still set up in Bill Pay.

Steps

Download the eCheck PDF

  1. Go to Bill Pay > Payments.
  2. Check the box next to the check payment you want. Select only one payment.
  3. Select "View Payments".
  4. Select "Download eCheck PDF". A Download eCheck confirmation window opens.
  5. Read the confirmation window. It tells you whether MarginEdge has already printed and mailed the paper check.
  6. Select Download eCheck .
  7. Save the PDF. The file is named with your restaurant unit (or company), the vendor, and the date, for example WasabiTysons_Profish_eCheck_01_08_2020.

[New screenshot: View Payments menu on the Bill Pay Payments page]

Bill Pay Payments page with one check payment selected and the View Payments menu open, showing the Payment Only, Payment and Backup Documents, and Download eCheck PDF options.
 

Send the eCheck to your vendor

  1. Email the eCheck PDF to your vendor, or print it and mail it.
  2. If the confirmation window said the paper check was already mailed, ask your vendor to shred the paper check when it arrives.

Pro Tips

  • Treat the eCheck PDF like a real check. The eCheck PDF is a valid check with your bank account number, routing number, and signature on it. Send it only to the vendor being paid.
  • Download before the check prints to avoid duplicates. If you download the eCheck PDF before MarginEdge prints the paper check, the paper check isn't printed or mailed. The cutoff is 9:00 PM Eastern (12:00 AM Pacific) on a weekday that isn't a Federal Reserve holiday. To be safe, regardless, tell your Vendor to destroy the check if it does arrive in the mail.
  • Just want to see your signature on a check? Use the preview in Bill Pay Setup instead. Downloading an eCheck PDF is treated as sending the payment yourself.

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Common Questions

Will MarginEdge still mail the paper check after I download an eCheck PDF?

If the paper check hasn't been printed yet, no. MarginEdge marks the check as sent and won't print or mail it, and the payment shows as Downloaded: Check. If the paper check was already printed and mailed, downloading the eCheck PDF creates a duplicate, so ask your vendor to shred the paper check.

To ensure a paper check is not mailed, the cut-off time is 9 pm Eastern on the posted "Send Date". If an eCheck is downloaded before the check printing happens on the Send Date, then the downloaded check will will not be printed and mailed through the [me] Bill Pay system.

Why can't I download an eCheck PDF?

Work through these checks in order:

  1. Select exactly one payment. Download eCheck PDF works on one check at a time.
  2. Check the payment type. eCheck PDFs are for check payments.
  3. Check the approval. If your company uses payment approval, the check must be approved first. Otherwise you'll see "You may only print eChecks for approved payments."
  4. Check the payment status. A failed payment can't be downloaded as an eCheck PDF.
  5. Check the bank account. If the bank account the payment was made from was deleted from Bill Pay, add it back to download the eCheck PDF.
  6. Still can't download? Submit a support request with the vendor name and check number.

What's the difference between an eCheck PDF and Payment Only?

Payment Only, also under View Payments, shows an image of the payment with your bank account numbers and signature removed, so it can't be deposited. An eCheck PDF is a complete, depositable check.

Will my vendor get a payment confirmation email?

Yes, if you checked the box to notify the vendor when you paid the invoice. The confirmation email is sent when you download the eCheck PDF.

Do I need to print it on special check paper?

No, special paper ie not required.