Accounts Payable - Manual Check Entry
FunctionUse this task to enter manual checks, void checks, and check reversals.
=> To access this task... Select Manual Check Entry from the Accounts Payable main menu.
About the FieldsThe Manual Check Entry screen is divided into two sections. The upper section describes the check and vendor. The lower section describes invoice information. The fields used depends on the type of transaction being recorded (manual check entry, check void, or check reversal).
In the AP Type field... This field is accessible only if the checkbox is selected in the Multiple AP Types parameter.
In the Check No. field...
If the check number entered is an open manual check or computer check, the following message box appears:
From the Checking Account dropdown... All Checking Accounts setup in Bank Account Codes maintenance are listed. Select the one to use for the check currently being entered. The Checking Accounts dropdown list is disabled when there is only one Checking Account.
From the Trans Type dropdown...
NOTE: If the Monthly Check file was cleared by Period End Update or by running the Purge Zero Invoices task, a check cannot be reversed with this process. Adjust the invoice in the Invoice Entry task, and when the General Ledger module is installed, make correcting journal entries to the general ledger.
In the Vendor field...
NOTE: Only the AP Type, Check Number, Transaction Type, and Check Date fields are used when voiding a check.
If a vendor number is entered for which the previously entered AP type is not valid, the following message appears:
In the Check Date field...
When the General Ledger module is installed this date determines the general ledger posting date for the manual check and related invoices not previously entered through the Invoice Entry task. For voided checks, enter the date the check is to be recorded as void in the Monthly Check Register.
NOTE: When the Post to Closed Periods parameter is unchecked, a check cannot be entered with a date that falls within a closed general ledger period.
In the Invoice field...
Open Invoice Inquiry grid If the invoice does not have a number, enter identifying characters such as the invoice date.
If the invoice number was not previously entered, the module issues the prompt: Not in the Open Invoice File
Since invoice numbers are not always unique, the Accounts Payable module creates a unique number by combining the invoice number with the vendor number. When entering an invoice number, the module verifies whether the invoice number/vendor number combination already exists.
When the invoice is in the Open Invoice file, the invoice information is displayed. An invoice amount of zero (.00) indicates that the invoice was paid.
CAUTION: Check the invoice number if you think the invoice was entered through the Invoice Entry task, though the date and amounts are not displayed on the screen when you enter the invoice number. When you accidentally enter another invoice number, the invoice is posted twice. When using multiple accounts payable types, remember that the combination of accounts payable type, vendor, and invoice number are used to determine if the invoice is already in the Open Invoice file.
When an existing invoice is not found, you are advanced to the Date field.
In the Date field...
In the DC field...
When the Multiple Distributions parameter is checked, a valid distribution code must be entered. When the Multiple Distributions parameter is unchecked, then the Single Distribution Code specified in AP Parameters is assigned to the transaction.
In the Description field... Display only. When a DC code is entered, the description for the code displays.
In the Inv Amt field...
Payment cannot be made for more than the invoice amount that is displayed. You must use the Invoice Entry task to adjust the invoice to a larger amount before an increased payment amount is allowed. To specify a partial payment, enter a lesser amount here.
NOTE: Invoices can be entered either through the Invoice Entry task (in which case they may be referred to as Open) or through Manual Check Entry. Manual Invoices allow the user to quickly enter and pay an invoice, bypassing the full detailed invoice entry. However, partial payments cannot be made to a Manual Invoice. Any unpaid amount of a manual invoice will need to be entered separately through the Invoice Entry task.
Invoice Amount Example for Invoices Entered Through Invoice EntryAn invoice for $100 was entered into Invoice Entry ( Inv # 1234567890). To make a partial payment of $60, less a $5 discount, enter 1234567890 in the Invoice Number field (make sure the AP type and vendor number correspond to those entered in the Invoice Entry). Enter the $60 in the Invoice Amount field and $5 in the discount field. The actual payment is a $55 manual check. The unpaid balance of $40 appears on the Aging Report after the check is updated.
Invoice Amount Example for Invoices Entered Through Manual Check EntryTo enter a partial payment of $60 on an invoice for $100 with a $5 discount through Manual Check Entry, enter the invoice in the Invoice Number field, $60 in the Invoice Amount field, $5 in the Discount field. Total payment is $55. If the outstanding $45 needs to be recorded in the system, enter an invoice for $45 through Invoice Entry.
In the Disc Amt field...
In the Retention Amt field... This field is displayed only when the Retention parameter is checked. Display only. Shows the amount of retention as entered in the Invoice Entry task.
The retention amount, when present, is subtracted from the payment amount. The retention amount cannot be included in the first payment on an invoice. On subsequent payments, the retention amount is included in the invoice amount and payment can be made.
When a manual check is used to pay an invoice not previously entered into the Accounts Payable module, the distributions must be entered. The total amount that must be distributed is shown in the Distribute field and the sum of the distribution amounts must match this total before the entry is complete.
In the Net Paid field... Display only. Shows the amount of payment for the invoice minus the discount.
The [Load Image] and [View Images] buttons...
After completing the distribution details,
The module compares the value of the Distribute field to the total of the distribution lines. When the invoice amount is fully distributed, the entered distribution information is accepted. The task returns to the Invoice No field where information is entered for the next invoice to be paid with the check. When the two amounts do not balance, the module issues the prompt:
After finishing the manual check entries:
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