Manual Check and Payment Entry
Show/Hide All
Enter the code for the bank from which the check or wire transfer funds will be withdrawn, or click the Lookup button to list all bank codes.
- If the Default Bank Code to Last Bank Code Used check box is selected in Accounts Payable Options, the bank code last entered in this field appears.
- If the Default Bank Code to Last Bank Code Used check box is cleared, the bank code entered in the Default Bank Code field in the Accounts Payable Options window appears.
- If you are quick printing checks, select a bank code that is set up with the correct form code for printing checks.
- If you plan to perform Accounts Payable from Accounts Receivable clearing, do not enter bank code Z, which is used during the clearing process. For more information, see Perform Accounts Payable from Accounts Receivable Clearing.
Note When you apply a credit memo to an invoice (APP or APPXXX is entered in the Check No. field, where XXX is an alphanumeric value of up to three characters and/or digits), no entries are made to the bank account.
Click the Manual Check and Payment List button to list all previously recorded payments. This button is available only if the Enable Wire Transfers check box is selected in Accounts Payable Options.
Batch No.
If batch processing is enabled, this field displays the current batch number and can only be viewed. This field is available only if the Enable check box is selected for batch processing in the module's Options window. For more information, see Batch Entry.
Click the Batch Number button to select a batch number from the list or to create a new batch number. Click the Transfer Document button to transfer the current document to a different batch.
Select a payment type.
- Select Check to record a check payment.
- Select Electronic Payment Reversal to reverse an electronic payment. This option is available only if the Enable ACH Electronic Payments check box is selected in Accounts Payable Options.
- Select Wire Transfer to record a wire transfer payment. This option is available only if the Enable Wire Transfers check box is selected in Accounts Payable Options.
- Select Wire Transfer Reversal to reverse a previously recorded wire transfer payment. This option is available only if the Enable Wire Transfers check box is selected in Accounts Payable Options.
This field is available only if the Enable ACH Electronic Payments or Enable Wire Transfers check box is selected in Accounts Payable Options.
Note Reversing an electronic payment will not write a record to the ACH file. You must contact the bank directly to stop or reverse the payment to the vendor.
This field displays the cash account for the bank code entered in the Bank Code field, and can only be viewed.
Enter the check number to record a handwritten check, or click the Lookup button to list all check numbers for the selected bank code. You can enter a numeric or an alphanumeric check number.
Click the Next Check Number button to enter the next sequential numeric check number for the current bank code. Click the Quick Print Check button if this is not a handwritten check and you want to print the check at this time.
If you enter this field using the Next Check Number button and then click Cancel, you must either void the check or resume check entry.
Enter APP or APPXXX (where XXX is an alphanumeric value of up to three characters and/or digits) in the Check No. field to apply a credit memo to an invoice for a zero check amount. The Check Amount field displays zero and can only be viewed. The Check History Report, the 1099 form, and the update to Bank Reconciliation do not include zero-amount checks.
- If you selected Electronic Payment Reversal in the Payment Type field, enter the number of the electronic payment to be reversed.
- If you selected Wire Transfer in the Payment Type field, this field can only be viewed. It will be populated with a system generated wire transfer number beginning with a W that is used to track the wire transfer through out the system.
- If you selected Wire Transfer Reversal in the Payment Type field, enter the number of the wire transfer to be reversed.
Note The system-generated wire transfer numbers begin with a W and electronic payment numbers begin with an E. If you select Check in the Payment Type field and enter a number beginning with W or E in this field, the transaction will be treated as a check, not a wire transfer or an electronic payment.
1. Header
Enter the actual date the check was written or the electronic payment or wire transfer was processed, or click the Calendar button to select a date from the calendar. This date can be different from the current accounting date.
For checks, enter the dollar amount of the check being recorded, or click the Calculator button to enter an amount using the calculator. For check and electronic payment reversals, the negative check or payment amount appears, and this field can only be viewed.
If a zero dollar amount is entered in this field, a message appears asking if the check is void. Record a void check if the check was damaged during the check printing process or damaged before it was issued.
For wire transfers, enter the amount of the wire transfer, or click the Calculator button to enter an amount using the calculator; an amount greater than zero is required. For wire transfer reversals, the negative wire transfer amount appears, and this field can only be viewed.
Enter the appropriate vendor number, or click the Lookup button to list all vendor numbers. If the Accounts Payable Divisions check box is selected in Accounts Payable Options, you can enter up to nine characters. The first two digits must be a valid division number.
Alternately, start typing a vendor name to locate a record. As you type, a list of records matching your entry appears. You can then select a record from the list, and the vendor number will appear in the field.
Click the field hyperlink to launch this field's associated maintenance task. If a value is entered in this field, the associated data is displayed in the maintenance window. The maintenance task can be accessed only with the appropriate security setup.
Type a new vendor number to add a vendor using Vendor Maintenance (On the Fly). This task can be accessed only with the appropriate security setup; some nonessential fields are omitted to speed data entry. You can access Vendor Maintenance at a later time to enter additional information.
Click the Memo button to view, create, or maintain memos. The Memo button is available only if the appropriate memo type has been set up in Memo Manager Maintenance for this task. If a memo already exists for this task, the Memo button appears yellow. If a memo does not exist, the Memo button appears blue. For more information, see Memo Maintenance.
If you are recording a check for a vendor you are unlikely to do repeat business with, enter NOF as the vendor number. If you are using the divisions feature, enter a division number followed by NOF.
Enter....
If....
NOF
you are recording a one-time-only vendor who is not on file, and you are not using divisions.
01NOF
you are recording a one-time-only vendor who is not on file, and you are using division 01. When this vendor number is entered, it is displayed as 01-NOF.
Enter....
If....
0212345
the division number is 02 and the vendor number is 12345. When this vendor number is entered, it is displayed as 02-0012345.
02BELLTEL
the division number is 02 and the vendor number is BELLTEL. When this vendor number is entered, it is displayed as 02-BELLTEL.
If you entered a check reversal or selected Electronic Payment Reversal in the Payment Type field, this field can only be viewed.
This field displays the vendor name and can only be viewed, if a vendor number is entered in the Vendor No. field. Type the vendor name if NOF is entered in the Vendor No. field.
Note If the vendor name is changed in Vendor Maintenance during manual check entry, the vendor name in this field is not updated.
Type a comment to print on the check if the form is modified to include this field. This comment will also appear on the Daily Transaction Register if Comment is included in the Format for Posting Comment to General Ledger setting, and the Manual Check and Payment Register in Detail check box is selected in Accounts Payable Options.
Enter the wire transfer transaction number or confirmation number provided by the bank. This field is available only if the Enable Wire Transfers check box is selected in Accounts Payable Options and if Wire Transfer or Wire Transfer Reversal is selected in the Payment Type field.
2. Lines
The buttons located above the primary grid allow you to distribute the check to general ledger expense accounts, select manual check invoices, distribute the payment amount to Job Cost detail lines, view tax information, and recalculate taxes.
To create a general ledger distribution by manually selecting the account(s) or using the default account from Vendor Maintenance, click the Create G/L Distribution button to open the General Ledger Distribution window. To create a general ledger distribution using an expense distribution table, click the Create G/L Expense Distribution button to open the Expense Distribution Table window.
Note The Create G/L Expense Distribution button is available only if the Enable Expense Distribution Tables check box is selected in Accounts Payable Options. The Create G/L Expense Distribution button is not available when recalling an existing invoice or voiding a check.
For more information, see:
Quick Row
This field displays the number of the selected row in the primary grid. Additional fields for the selected row appear in the secondary grid. Enter a row number to view or edit information for a different row, or click the Find Row button to search for a row in the Search Grid window.
Line Number
This field displays the line number in the grid and can only be viewed. The line number appears red for lines that are new or modified. After the Accept button is clicked, the line number changes from red to black.
Enter the invoice number to pay, or click the Lookup button to list all invoice numbers. If you entered APP followed by a number in the Check No. field, enter the invoice numbers for the negative invoice and the positive invoice that you are applying to it. If you enter an existing invoice number, the Invoice Date, Invoice Amt, and Discount Amt fields are entered automatically. You must enter this field to perform manual payment entry.
A new invoice number can be added on the fly; if a new invoice number is entered, the A/P Invoice Data Entry window appears.
Note If the Use P/O Receipt of Invoice Entry for this Vendor check box is selected for this vendor in Vendor Maintenance, enter new invoices in Purchase Order Receipt of Invoice Entry. If you enter the invoice in this task, purchase orders can be left in a backorder status.
Enter the date of the invoice being paid, or click the Calendar button to select a date from the calendar. If this is an existing invoice, this field defaults to the original date of the invoice. If the invoice is new, this field defaults to the check date.
Enter the amount of the invoice to apply with the current payment, or click the Calculator button to enter an amount using the calculator. The invoice amount does not necessarily equal the payment total, because you can make a partial payment or apply the payment toward several invoices for the same vendor. If this is an existing invoice, this field defaults to the invoice balance. If the invoice number is not recorded, this field defaults to the entire payment amount. You can accept the amount or change it to reflect a partial payment of the invoice or a payment for multiple invoices.
Enter the amount of the discount taken, or click the Calculator button to enter an amount using the calculator. The check distribution balance adjusts to reflect the check amount plus the discount amount minus the invoice amount. The invoice distribution balance reflects the invoice amount.
Enter an expense distribution table, or click the Lookup button to list all expense distribution tables.
This field is available only if the Enable Expense Distribution Tables check box is selected in Accounts Payable Options. This field is not available when recalling an existing invoice or voiding a check.
The expense distribution table entered in Vendor Maintenance appears in this field by default, but it can be changed.
Type a comment for invoices entered on the fly to print on the Manual Check and Payment Register. Comments are updated to the general ledger for new invoices only. For existing invoices, this field displays the comment entered in the Comment field on the Accounts Payable Invoice Data Entry Header tab, and the comment is posted to invoice history. The comment appears in the format selected at the Manual Check Comments field in Accounts Payable Options.
This field displays the invoice due date and can only be viewed.
This field displays the invoice discount due date and can only be viewed.
Select the 1099 form type for this vendor and invoice. This field is available only if Business or Individual is selected in the Vendor Type field for this vendor in Vendor Maintenance.
Select the number corresponding to the box on the 1099 form where the accumulated year-to-date 1099 payments for this vendor are printed. The numbers available change depending on the form selected at the 1099 Form field. This field is available only if a form is selected in the 1099 Form field.
Enter the freight amount, or click the Calculator button to enter an amount using the calculator. After a freight amount is entered, taxes are back calculated based on whether freight is taxable. This field is available only if the Calculate Sales Tax in A/P Data Entry check box is selected in Accounts Payable Options.
This check box is selected if general ledger distribution records exist for the selected invoice, and can only be viewed.
Enter the tax schedule, or click the Lookup button to list all tax schedules. This field defaults to the default tax schedule in the Vendor file.
A new tax schedule can be added on the fly. The Sales Tax Schedule Maintenance (On the Fly) window appears; some nonessential fields are omitted to speed data entry. Access Sales Tax Schedule Maintenance at a later time to complete the remaining entries for a new schedule.
This field is available only if the Calculate Sales Tax in A/P Data Entry check box is selected in Accounts Payable Options.
Enter the tax class, or click the Lookup button to list all tax classes. This field defaults to the default tax class in the Vendor file. This field is available only if the Calculate Sales Tax in A/P Data Entry check box is selected in Accounts Payable Options.
This field displays the tax amount, and can only be viewed. This field is available only if the Calculate Sales Tax in A/P Data Entry check box is selected in Accounts Payable Options.
Select this check box to calculate use tax for the entire invoice. Clear this check box if you do not want to calculate use tax. When selected, the invoice amount does not include sales tax. The sales tax amounts are calculated based on the tax schedule and tax class, but are recorded as use tax. This field is available only if the Calculate Sales Tax in A/P Data Entry check box is selected in Accounts Payable Options.
NOTE Exemption numbers are ignored when use tax is calculated. Use tax has no effect on the distribution amount.
This field displays the description of the expense distribution table used for the selected invoice and can only be viewed. This field is available only if the Enable Expense Distribution Tables check box is selected in Accounts Payable Options.
