This concludes the header portion of the Manual Check Entry program. At this time, the system creates a header record; once the header is created, you can change all header fields — except the bank, check number and vendor fields. 1. Access this program by choosing Accounts Payable-->Checks-->Manual Check Entry.
2. In the Bank field, enter the bank number on which the check was written. Press Enter (CR) to default to the first bank on file.
3. In the Check Number field, enter the manual check number (1-9999999999). Press Enter (CR) to default to the next check number after the number displayed as last manual check. Press F2 to list manual checks already entered but not yet updated by the Check Register. If a check is selected, the check details are displayed in the middle portion of the screen.
4. In the Vendor field, enter the vendor number for this check. The vendor number, name, address and balance are displayed.
5. In the Date field, enter the date of the manual check. The date must be within the current or next GL period and not prior to the current AP period. Press Enter (CR) to default to the system date.
6. In the Check Amount field, enter the dollar amount of this check (.01-9999999.99). A message is displayed if the amount is greater than the vendor balance.
This concludes the header portion of the Manual Check Entry program. At this time, the system creates a header record; once the header is created, you can change all header fields — except the bank, check number and vendor fields.
7. You can select from the following:
Apply Check to display all open documents for this vendor.
Delete Check to delete the all records of this manual check. If you answer YES to the Are you sure you want to delete check? prompt, the system clears the screen and returns to the check number field. The displayed field of last manual check number used is updated. However, the deleted check number may be used again.
Done to exit the program.
8. If you select Apply Check the system displays a dialog listing the documents to which the check can be applied.
You can select:
Auto apply to allow the system to automatically pay open documents. It begins with the first displayed document and continues paying off documents until the check amount is distributed. If the check date is before or on the discount due date, any applicable discounts are taken. The payment amount and discount amount are displayed; the distributed amount is displayed in the header.
Pay to apply the entire check amount to the highlighted document line in the browser. (Note the check amount must be less than or equal to the Current Amount for the document. You can select Unpay to remove the Payment Amount applied to the highlighted document line in the browser.
-OR-
You can select a document to which the check can be applied and edit. In the Invoice Payment Amount field, you can manually enter in the payment amount (i.e., allowing for partial payments) and enter the discount amount (i.e., allowing a discount to be taken after the discount due date) in the Invoice Discount Amount field.
9. You must continue processing payments for the check until the Check Amount and the Distributed Amount are equal.
10. When you have distributed the manual check, press Done to exit the program.