Posting a Single Check

Accounting>File>Banking>Add/Edit Checks>Post Check button

This is the option to enter a manual check. This option will display a blank record to post a single check. The system will verify that the entered check number is not a duplicate and that the check number is the next check in numerical order. To write a check, simply tear off the next check from the computer checks.

How To:

1. The check number will follow the next check number in sequence for the checking account.
2. The date will default to the current system date, but can be any date between the start of the open ledger and End of Time (see field explanations below).
3. Enter the Pay To and Supplier information. Browse the Supplier File by using the F8 button at the supplier field to import that information.
4. Enter the amount the check is for. Optionally leave it at zero (see section "Leaving the Check Amount at Zero below).
   
5. Optionally add an A/P Invoice Number. Select OK.
   
    Entering an invoice number in the "A/P Inv. Num." field will create a "Paid" record in the Accounts Payable file for which this check was written. If you do not have an actual invoice that you are paying, leave this field blank and the system will display the Add A/P screen where you can set up a new invoice. The invoice number will be "SC (followed by the date)/01."
6. From the Add/Edit Payable dialog select Insert.
   
7. From the Add Detail dialog, select the store code, select the General Ledger account code,  and select a sub-account code.
8. Enter the amount to be posted to this distribution and add a comment if desired.
   
9. Click the OK button to save the distribution. Continue inserting distributions until the total of the distributions equal the invoice total. If they do not balance, the payable will not be able to be saved.
10. Click OK to save the invoice and the check posting.
    

Single Check Dialog A/P Detail Dialog

Field	Explanation
Check Number	This is automatically filled by the system based on the last check number used. Check numbers are always inputted in numerical sequence.
Date	The date can be any date between the beginning of the current journal term and the end of time (EOT, 12/31/2079)
Amount	Enter the amount the check is for.
Pay To	Manually enter who the check is to be payed to, or use the F8 key to search the supplier record.
Supplier	Manually enter the supplier, or use the F8 key to search the supplier record.
A/P Inv. #	Enter the invoice number provided on the supplier invoice. If left blank, the system will assign an invoice number that will appear as "SC[current date]/##".

Field	Explanation
Invoice #	This is the invoice number you entered on the single check dialog, or the system generated one if the "A/P Inv. #" was left blank.
Days Until Due	Enter the number of days until the invoice is due.
Due Date	If the "Days until Due" field is left blank, enter the date this invoice is due for payment or click F8 to display the calendar.
Greyed out fields	These fields are automatically filled based on the supplier record.
Action	Details
Insert	Add a distribution.
Change	Change the selected distribution.
Delete	Delete the selected distribution.
F7 Copy	Copies journal account code from last entry.
Notes	Add internal note for supplier on this invoice.
Remit	Add remittance note for supplier on this invoice.

Leaving the Check Amount at Zero

If a check amount is left at zero, the system forces the journal to balance, so the journal distribution will create an entry for a negative amount to balance this. Be aware of this to prevent zero dollar checks from being printed.

If a check amount is left at zero when an AP Detail is inserted when the OK button is selected a second Journal Distribution box will pop up with an entry to reverse the entry that was just entered. This would require user to edit and enter an account code.