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A/P New Quick Check

A/P New Quick Check

 

Overview

The Quick Check option is used to make a payment on an Accounts Payable item for which you have not yet received a Vendor’s Invoice.

 

Screen

The New Quick Check screen is selected from the Accounts Payable drop-down menu of the Accounting Manager window.

 

Procedure

The following table describes the fields on the screen and their data entry requirements.

 

Field Name

Data Entry

Description

Auto Button

Select the Auto button to have the system automatically assign the next available control number, according to the settings in the Accounting Center Properties.

If you have set up the system to automatically generate next available numbers for the Control Number, you can click on the Auto button to have the number assigned according to the settings in the Accounting Center Properties.  If nothing has been set up in the Accounting Center Properties, you will have to enter a control number.

Control No.

Enter the control number or click on the Auto button to accept the default next available control number.

This is a mandatory, unique number used by the system to track each invoice. You may manually enter the control number or it can be generated automatically by the system if you have set up a next available number in the Accounting Center Properties.

Bank G/L

Accept the default bank account from which the payment will be drawn or select a bank G/L number from the drop-down list.

This is the bank account from which the payment will be drawn. This G/L number may be changed to any bank account G/L number displayed on the drop-down list.  The bank G/L account number will default from the bank account on page 4 of the Accounting Center Properties.

Note: In order for a G/L account number to be valid to display on the drop-down list, the word “bank” must be in the account’s What field in the G/L section of the Accounting Center Properties.

Check No.

Enter the check number on which this payment will be made or click on the arrow to insert the number in the Next field.

This is the check number. The check number must be a unique number. You may manually enter the check number, but if it is not a unique check number a warning message will display.

If the Bank G/L Account has a next check number in its properties on Page 5 of the Accounting Center Properties, then the next number available will display automatically in the Next field. Click the arrow box to insert the Next number into the Check No field.

Vouchers vs. Checks: If the Check No field is left blank, the system will create a Voucher instead of a check. A voucher is, in all ways, identical to a check, except that it does not have a Check Number. When the voucher is printed, you will be prompted to identify a Check number to apply it to.

Next

Click on the arrow beside the Next field to insert the number into the Check No field above.

The Next field defaults the next available check number (from the Accounting Center Properties). To use this number, click on the arrow box to the right.

Check Date

Enter TD for today’s date or enter the check date. 

This is the date the check is being printed. The check may not be dated in a “closed” month (as determined by the Accounting Center Periods).

Manual Check

Check the Manual Check box if the check is not to be printed from the Accounting Manager Module.

This field indicates that a manual check was written and the check will not be printed by the system.

Total Check. $

Enter the total check amount or leave the field blank.

This field is optional. However, if an amount is placed in the field, the system will monitor the amounts applied to each invoice and will notify you of any discrepancy.

Accumulated.

No data entry allowed.

The system will automatically calculate this amount and display it. This is the total amount currently applied to the check.

Left. $

No data entry allowed.

The system will automatically calculate this amount and display it. This is the total amount left to be applied to this check.

Printed

No data entry allowed.

The system will check this box when the check has been printed.

G/L

No data entry allowed.

The system will check this box when the check amount has been posted to the General Ledger.

1. Remittance

2. Amounts

3. Stub

By clicking on one of these three tabs, you can enter the check data pertaining to the following three areas:

1.       Remittance

2.       Amounts

3.       Stub

There are three sub-screens of check information:

1.       Remittance – contains Vendor and Remit to party information.

2.       Amounts – contains the payble amounts.

3.       Stub – contains text to be added to the check stub.

For details about these windows, please refer to the individual sections.

Prepayment >>

Select the Prepayment box to flag the Quick Check as a prepayment.

This option allows the payment to be brought up in A/R New Invoice when the Prepayments button is selected. If any A/P Quick Check have been set as a prepayment, the system will display the prepayment items in A/R and allow you to select which to apply payments to. This helps prevent you from forgetting to charge a Bill To Party for the monies paid out.

Create Paid A/P Invoice >>

Select this button to display the A/P Invoice window so that all the data required can be input.

This option prompts you for the data needed to complete the A/P Invoice. The invoice will then be created in A/P and marked as fully paid.

Note: If all the information has not bee properly filled in, the system will pop up a screen allowing you to fill in the required data.

OK

Select the OK button to save the data.

If you have not completed the entry of required data, the system will display a message prompting you for missing mandatory data before it will allow you to save the Quick Check.

Cancel

Select the Cancel button if you would like to cancel and close the New Quick Check window.

The window will close.

 

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