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A/P Open Quick Check

A/P Open Quick Check

 

Overview

The Open Quick Check option should be used when you want to select an open Quick Check and display its information.  To search through all open Quick Checks simply fill in the parameters on this A/P Quick Check Filter screen. 

Once you have found the Quick Check you are looking for, you have the following options:

·          Reversing the Quick Check payment,

·          Adding a new Quick Check, or

·          Creating a paid A/P invoice from the Quick Check selected.

 

Screen

The A/P Quick Check Filter screen will displays when you select Open Quick Check from the Accounts Payable drop-down menu of the Accounting Manager window.

 

Procedure

The following table describes the fields on the A/P Quick Check Filter screen and their data entry requirements.

 

Field Name

Data Entry

Description

Act. Center

Select the accounting center(s) to be searched.

You can search the Accounting Center you are logged into or any Accounting Center below your Accounting Center in the Accounting Center hierarchy.

Include branches

Check this box to include branches.

If you check the Include branches box you will be able to search through the Accounting Center you are logged into plus ALL the Accounting Centers below your Accounting Center in the Accounting Center hierarchy.

Check Dates

Select the date range options from the drop-down menu.  You may select from the following options:

·          Yesterday

·          Last 2 Days

·          Last 4 Days

·          Last Week

·          Last 2 Weeks

·          Last Month

·          Last 2 Months

·          Last 3 Months

·          Last Half-Year

·          Last Year

·          All

 

When you have selected the date range, the corresponding dates will display in the beginning and ending fields below.

Check No.

Enter the range of check numbers or leave these fields blank.

This is the check number or range of check numbers.  You can leave these fields blank.

Check Ctrl. No.

Enter the control number or range of control numbers of the checks, or you may leave these fields blank.

This is the check control number or range of numbers.  You may leave these fields blank.

Remit To Code

Enter a Remit To code or leave the field blank.

If you enter a Remit To code, it will direct the system to search only for invoices with that code as the Remit To Party.

G/L

Select Yes or No from the drop-down list, or leave the field blank.

Note: The default is to leave the field blank.

If you leave the field blank, it will allow the system to search for any check regardless of whether or not it has been posted to the General Ledger. 

Select  Yes when you want to search only for checks that have been posted to the General Ledger. 

Select No when you want to search for checks that have not been posted to the G/L.

Printed

Select Yes or No from the drop-down list, or leave the field blank.

This field allows you to search for checks that have been printed, checks that have not been printed, or all checks regardless of their print status.

Bank G/L

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

This is the bank account from which the payment was 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.

Entity

Select a particular entity code from the drop-down list, or leave the field blank.

This field allows you to search for checks that contain a particular entity type (e.g., you could search for checks associated with CHB, or Export , for instance).

Entity No

Enter an entity number or leave the field blank.

This field allows you to search for a particular entity number within the entity type.  This field is only valid if you have entered an entity type in the previous field.

Clear

Press this Clear button if you would like to re-select the search options on this screen.

 

OK

Select the OK button if you would like to begin the search process.

 

Cancel

Select the Cancel button if you would like to cancel the search process.

 

 

A/P Quick Check – Sort:

 

Procedure

The following table describes the fields on the 2. Sort screen and their data entry requirements.

 

Field Name

Data Entry

Description

Sort By

Select the data by which you would like to sort the A/P Quick Checks.

You can define how you want to sort   Some possible sort selections are:

·          Check Number

·          Check Date

·          Check Amount

·          Check Control No.

·          Remit To Code

·          Remit To Name

·          Bank G/L Account No.

·          Accounting Center

·          Posted to G/L Indicator

·          Printed Indicator

·          Check ID

Order

Select Asc for ascending order or Dsc for descending order.

You have the option of selecting to see the open A/P checks in ascending or descending order.

Clear

Press this Clear button if you would like to re-select the sort options on this screen.

 

OK

Select the OK button if you would like to begin the sort process based on the selections displaying in the Sort By and Order boxes.

 

Cancel

Select the Cancel button if you would like to cancel the sorting process.

 

 

Open/New A/P Quick Check List:

 

 

Overview

The Open/New A/P Quick Check screen will display after you fill out the Selection and Sort filter data.  It lists the checks that match the criteria you selected for your search. From this screen you have the following options:

·          Selecting one of the Quick Checks from the list.

·          Reversing the selected Quick Check.

·          Adding a New Quick Check to the system.

 

Screen

The Open/New A/P Quick Check screen will displays when you select the OK button on the Selection or Sort screen of the A/P Quick Check Filter screen.

 

Procedure

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

 

Field Name

Data Entry

Description

Select

When you have found the check you want, click on the item and then press the Select button.

The Accounts Payable Quick Check screen will display.  [See screen sample below.]

Cancel

Select Cancel to close the window and return to the Main Menu.

This button closes the window without making or saving any changes.

Add New

Select Add New to open the New A/P Quick Check window.

This button allows you to add a new A/P Quick Check to the system.

Reverse

Select Reverse to remove the A/P Quick Check selected.

This button takes the selected A/P Quick Check and creates an additional A/P Quick  Check record that will cancel it out, thus reversing the accounting effect. 

Reverse warning message pop-up: When you select this button, a warning message pops up asking you if you want to reverse the selected check and requests a reversing date.  You can enter TD for today’s date or enter a date.

Filter

Select Filter to go back to the Open A/P Quick Check Filter screen.

This button allows you to do another search by returning you to the Filter screen.

 

Open/New A/P Quick Check – Select Option:

 

Overview

The Accounts Payable Quick Check screen will display with the details of the Quick Check you selected from the previous screen.  From this screen you have the option of:

·          Changing the data for the Quick Check.

·          Making the Quick Check a Prepayment transaction.

·          Creating a Paid A/P Invoice from the Quick Check.

 

Screen

The Accounts Payable Quick Check screen will displays when you press the Select button on the List of A/P Checks screen.

 

Procedure

You have access to all the data for the invoice and can add to or change any of the information displayed.  Press OK to save any changes. Press Cancel to return to the Main Menu.

 

 

 

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