Use this program to enter handwritten checks, which pay off invoices that are not currently in the Open Documents file. This bypasses the Check Print portion of processing.
You can use this program to enter an invoice and pay it off in the same entry program, for instance an invoice comes in C.O.D. and someone in the accounting department has to write out a manual check.
If a handwritten check pays an existing document in the Open Documents file, enter the check through the Manual Check Entry program.
The noninvoice manual check number entered cannot match any of the check numbers in the bank transaction file. You cannot enter Noninvoice checks for vendors on hold.
Complete check information must be entered including the following: bank number, check number, vendor number, check date and check amount. Complete document information must also be entered including document number, invoice date, amount paid, discount taken, the general ledger expense number(s) and memo.
The Noninvoice Check Entry screen consists of two sections. The upper portion of the screen is called header portion where the vendor number, check date, etc., are entered. The lower portion is called line-item portion where each invoice, amount, etc., is entered.
Noninvoice check information appears on the next Check Register and is updated during the optional Check Register update. A noninvoice check updated by the register will create a zero balance open document in the open documents file and a payment transaction in the transaction file.
Access this program by choosing Accounts Payable-->Checks-->Noninvoice Check Entry.
1. Bank
Enter the bank on which the check was written. The entry must be a valid bank. Press Enter (CR) defaults to the first bank on file.
2. Check number
Enter the manual check number (1-9999999999). Press Enter (CR) to default to the next check number after the number displayed as the last manual check. Press F2 to list noninvoice manual checks already entered but not yet updated by the Check Register. Once checks are listed, enter the beginning check to list if not already displayed, press Enter (CR) to continue listing documents or enter the line number of the check to display in detail.
3. Vendor
Enter the vendor number for this check. The vendor number, name, address and balance are displayed.
4. Check date
Enter the date of the manual check. The date must be within the current or next general ledger period and not prior to the current AP period. Press Enter (CR) to default to the system date.
5. Check amount
Enter the dollar amount of this check (.01-9999999.99). The check amount must be less than or equal to the vendor balance.
This concludes the header portion of the Noninvoice Check Entry program. At this time, a header record is created and all header fields except #1-3 are accessible through the change header routine. Fields #1-3 can only be changed by deleting and re-entering the check. The line-item portion allows the entry of up to 999 line-items to complete the check.
Line numbers are assigned automatically beginning with 001 and incrementing by one for each individual line-item up to 999. In the rare case where 999 line-items have been entered on a single check, the program refuses further entries.
6. Document
Enter the document (invoice) number (up to 10 characters). Press F3 to end the entry process.
7. Invoice date
Enter the invoice date. Press Enter (CR) to default to the system date.
8. Amount paid
Enter the amount paid (+/-9999999.99). Press Enter (CR) to default to 0.
9. Discount taken
Enter the amount of the discount taken (+/- 9999999.99) not greater than the payment amount. Press Enter (CR) to default to 0.
10. General ledger number
Enter the general ledger number to expense. The entry must be a valid general ledger number. If the general ledger posting table assigned to this vendor has preset expense accounts, press Enter (CR) to default to the GL account number in the GL posting table and all numbers of the GL posting table may be displayed by pressing F2 to search. This search displays all G/L #’s listed for the GL posting table assigned to this document along with the G/L #’s description. Select the line number of the GL account number to expense to.
If the document is to expense to more than one G/L #, each expense amount should be entered on separate lines using the same document number. For example, if entering a $110 document (#12345 where $100 is to post to 620-00 office expense and $10 is to post to 640-00 - freight expense, enter as two lines:
| Invoice LN | Document # | Date Paid | Discount Taken | GL # |
Memo |
| 001 | 12345 | 6/15/14 | 100.00 | 620-00 | |
| 002 | 12345 | 6/15/14 | 10.00 | 640-00 |
The system automatically creates one invoice expensing to two GL account numbers.
12. Branch
(This field displays only if the user does not have a Branch value entered in their User Preference F/M.)
If you have "No Priority" set in User Preferences F/M for "Branch", this field behaves as follows: during line entry, Branch, is a display-only field and is populated with the branch coming from the GL number you enter. However, if the branch is not part of the GL number (as determined in Company Control F/M) then the Branch field will be enabled and you must enter a valid branch to save the line entry.
13. Memo
Enter the memo to appear on the Check Register (up to 30 characters). Press Enter (CR) to skip this entry. When the memo is complete, the field returns to the document number (field #6).
14. You can perform the following functions:
Change a document - Information can be changed for documents added to the open documents file during Void Check Entry. In the browser in the lower portion of the screen highlight the document number to be changed and edit the line item information. You can change fields #7-11.
Delete a document. In the browser in the lower portion of the screen highlight the document number to be changed and delete. You must then respond with YES to the Are you sure you want to delete? prompt.
Add a document. To add an invoice to the voided check. Complete fields #6-11.
Press F3 or Done to end check entry and returns to the Bank field