Manual Cheques

Unlike the Automatic Cheques Printing menu which will print a cheque out of the system - using a numerical order that will increment by one each time a new cheque is print - the Manual Cheques menu will be used by the user if an invoice is paid with a manual hand-written cheque.

The cheque will be manually done by the user, out of the system - and the vendor will deposit the cheque at the Bank. However, the user needs to update the vendor information in the system and marked the invoice as paid with a reference to the hand-written cheque.

Bank Account: From this field, the user will be allow to select from which Bank Account the invoice(s) will be pay. The drop down list will display all bank account set up from the Banks maintenance. If the Company has more than one Bank account, it is important that the user selects the appropriate Bank Account. Once the cheque will be updated on the final step of the process, the system will do an automatic journal entry and Credit the General Ledger account attached to the Bank Account select from this field.

Currency/ Rate: These fields will be populate automatically once a Bank account is selected from the previous field. The information will be populated from everything that is set up in the Banks maintenance.

Cheque number: This is where the user enters manually the number that is printed on the cheque that will be send to the vendor.

Date: This field should be the cheque date. The payment will be update in the system on the cheque date entered in this field.

Amount:

Vendor: From this field, the user will select the vendor number related to the invoice(s) that is(are) paid on the cheque. Since this module can only process one cheque number at a time, the user will have the ability to pay multiple invoices on the same cheque number. However all invoices will need to be related to the same remit to vendor. By pressing F1 with the cursor positioned in the Vendor field, the system will open the Search window which will allow the user to look by vendor Name or other characteristics than the Vendor number.

Customer: Most of the time this module will be use to pay a vendor through a manual cheque. However, it can happens that money needs to be refund to a customer and the Company will decide to pay back the customer with a manual cheque. If this happens, this module allows the user to either select a vendor number or a customer number. By pressing F1 with the cursor positioned in the Customer field, the system will open the Search window which will allow the user to look by customer Name or other characteristics than the Customer number.

Name / Beneficiary: These fields will be automatically populated once a vendor or a customer number is selected from the previous fields. The system will populate the information from what was saved in the Vendor or Customer Maintenance.

Once all information are entered in the Header of this screen - the user has the ability to manually add one by one all invoice(s) that are paid on the manual cheque. To do so, with the cursor positioned in the document field (from the posting grid) the user can either:

•          Manual enter the invoice number;

•Press F1 to open the search window. Since a vendor or customer number is already selected from the header - the viewer will only display the list of unpaid invoices that are related to the selected vendor or customer.

Once a document is selected - the system will populated by default the amount inf the grid based on the invoice amount. However, the user has the ability to manually override this amount. As example, if a selected invoice should be partially paid, the user can override and enter the actual amount that will be paid on the manual cheque. 

The user can also manually add a discount and the system will automatically calculate the net amount payable by the Company.

The system will calculate a distributed amount at the bottom of this menu. This amount represents the total net amount of all invoices entered on the grid. Before updating any manual cheque in the system, the distributed amount should mostly equals the total amount that was entered on the header of the screen.

If the amounts do not balance - when it is time to update the cheque, the system will get you the following warning:

If the user accepts the difference - the system will update the cheque in the system for the amount as per the lines entered. The difference between the total Amount entered originally, the distributed amount, and the warning if it does not balance are required steps that will help the user to double check if his actual cheque amount entered manually is accurate or needs to be correct.

If this difference is Accept - than the system will update automatically the invoice information which will be now marked as paid with a reference to the manual cheque. The information will be updated in the Vendor Maintenance under the Statement tab: