Write a Manual Check

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Expand/Collapse item  Overview

Use the following procedure to enter a manual check. You can use general ledger distribution to post the check directly to the general ledger account(s) without creating an invoice. The check number is used as the invoice number, and the check date is used as the invoice date.

You can enter information for checks with payments against invoices not in the Open Invoice file or for invoices already recorded in the Open Invoice file using Accounts Payable Invoice Data Entry.

If you are entering a manual check for a new invoice, you can select an expense distribution table to distribute the payment using general ledger accounts and distribution percentages defined in Expense Distribution Table Maintenance.

If the Fixed Assets module is integrated with Accounts Payable and you have the appropriate security setup, you can select the asset account and template using General Ledger Distribution to create assets in Sage Fixed Assets based on the manual check entry invoice lines.

NoteSage Fixed Assets refers to the fixed assets product used with Sage 100.

Expand/Collapse item  Before You Begin

To use an expense distribution table, the Enable Expense Distribution Tables check box must be selected in Accounts Payable Options and a table must be set up in Expense Distribution Table Maintenance.

 

 

 

To write a manual check without using an expense distribution table

  1. Select Accounts Payable Main menu > Manual Check and Payment Entry.

  2. Enter the bank code. For more information, see Manual Check and Payment Entry - Fields.

Note Do not use bank code Z if you plan to perform Accounts Payable from Accounts Receivable clearing. For more information, see Perform Accounts Payable from Accounts Receivable Clearing.

  1. Enter the check number or click the Quick Print Check button. Enter an existing check number to maintain check entries that are not updated to the Check History file. You can also click the Next Check Number button to enter the next sequential numeric check number for the current bank code.

Note If you click the Next Check Number button and then click Cancel, you must either void the check or resume check entry.

  1. Enter the check date if you did not click the Quick Print Check button.

  2. Enter the check amount and vendor number.

  3. Click the Lines tab, and then enter the invoice information in the appropriate fields.

To use general ledger distribution, perform the following:

  1. Click the Create G/L Distribution button.

  2. In the General Ledger Distribution window, in the G/L Account field, enter the general ledger account number. For more information, see General Ledger Distribution - Fields.

Note To create assets based on the invoice line, enter an asset account in the G/L Account field and select a template in the Asset Template field.

  1. In the Amount field, type the distribution amount.

  2. If you are distributing the amount to multiple general ledger accounts, repeat steps b and c to distribute the check to the appropriate general ledger accounts. Click Accept.

  3. To create another general ledger distribution line, repeat steps a through d.

Note If the invoice is already updated to the Open Invoice file, the invoice amount is already distributed to the appropriate general ledger accounts.

  1. Click Accept.

A manual check is written. Print and update the Manual Check and Payment Register and Daily Transaction Register.

Depending on your security setup, the Daily Transaction Register may be automatically printed and updated after you update the Job Posting Register.

 

To write a manual check using an expense distribution table.

  1. Select Accounts Payable Main menu > Manual Check and Payment Entry.

  2. Enter the bank code. For more information, see Manual Check and Payment Entry - Fields.

Note Do not use bank code Z if you plan to perform Accounts Payable from Accounts Receivable clearing. For more information, see Perform Accounts Payable from Accounts Receivable Clearing.

  1. Enter the check number or click the Quick Print Check button. Enter an existing check number to maintain check entries that are not updated to the Check History file. You can also click the Next Check Number button to enter the next sequential numeric check number for the current bank code.

Note If you click the Next Check Number button and then click Cancel, you must either void the check or resume check entry.

  1. Enter the check date if you did not click the Quick Print Check button.

  2. Enter the check amount and vendor number.

  3. Click the Lines tab, and perform one of the following.

To let the system assign an invoice number based on the check number:

  1. Click the Create G/L Expense Distribution button.

  2. In the Expense Distribution Table window, in the Expense Distribution Table field, enter a table code. For more information, see Expense Distribution Table - Fields. Click OK. The General Ledger Distribution window appears.

  3. In the General Ledger Distribution window, verify that the information is correct and make changes if needed. For more information, see General Ledger Distribution - Fields. Click Accept.

To manually enter an invoice number:

  1. In the Invoice No. field, type an invoice number. When the message appears asking if this is a new invoice number, click Yes.

  2. In the Exp Dist Table field, enter a table code.

  3. Move to the next line.

  4. In the General Ledger Distribution window, verify that the information is correct and make changes if needed. For more information, see General Ledger Distribution - Fields. Click Accept.

  1. In Manual Check and Payment Entry, click Accept.

A manual check is written. Print and update the Manual Check and Payment Register and Daily Transaction Register.

Depending on your security setup, the Daily Transaction Register may be automatically printed and updated after you update the Job Posting Register.