Recording Checks

This is a four step process.

1. Before entering the checks you will be asked to select a bank account from which the checks are drawn. (See Bank Account Selection Window.) The balance of the bank account you select will be reduced by the total amount of the checks entered.
2. First, enter the check data into a temporary batch.
3. After editing and correcting any errors transfer the new check entries from the temporary batch into the Permanent Check Journal.
4. Post the new Check Journal entries to the general ledger accounts.

Enter the details of the check in the Check Entry and Edit Window. This window is designed to look like a regular bank check. Complete the fields of the entry window using the same data that you put on the original check. When you click the OK button the data you have entered will be transferred to the list at the bottom of the window. When you save these entries they are held in a temporary batch file in the data base until you have verified that the entries are correct. You may change, or delete, any entry in the temporary batch by clicking on the line containing that entry in the window at the bottom of the screen and selecting Change or Delete from the pop-up window.

Each temporary batch is limited to 50 checks before moving the batch into the permanent Check Journal. You may exit and reenter the check entry function as often as needed without losing entries. When the temporary batch is finalized it must be moved into the permanent Check Journal and will no longer be available for editing.

To record a check select;

• Banking -> Check Journal -> Create or Edit New Check Entries

Selected a valid bank account and the Check Entry and Editing window will appear.

Figure: Check Entry & Edit Window

Entry fields preceded by an asterisk are required. Holding the cursor over an entry field will cause a short explanation of the field to appear.

• Check Date - Enter a valid date or click the Calendar box to select a date. After the first check is entered the date field will be automatically set to the same date as the last check entered. To change a date you may either enter a different date or click the Calender button to select the date. (Don't forget to change the date in the entry window when the date of the next check is different than the last check entered. If you do forget you can select the check in the bottom window by clicking on it and then correct the date.)
• Check No. - For the first check of the batch enter the check number. The check number will be automatically incremented to the next number as you click OK for each check. You may change the check number field as needed. If a check's total amount should be charged to more than one general ledger account number you may repeat the check number for each partial amount entered to a different account number as often as needed to complete the total for the check.
• Paid To - The name of the person or entity to whom the check was paid.
• Memo - Optional field. You can enter a brief explanation of what was the purpose of the payment.
• Account No. - Either enter a valid account number or double click the Account Number field to select an account. This is the account to which the check amount will be charged.
• Amount - ORIGINAL ENTRY - If this entry is the original entry to record a check enter the amount of the check as a positive number, without a minus sign. This will cause the account number(s) you enter to be charged (debited in accounting terms) with the amount of the check.
• Amount - REVERSING OR CANCELING A CHECK - Occasionally a check must be cancelled. When this happens the original check entry must be reversed. Reversing the original entry will offset the original data entry and restore the amount to the bank account. To reverse a previous check entry enter the amount as a negative number, with a minus sign in the first character position. Enter the rest of the check data the same way as in the original entry, including the original check number and account number(s) to which the check was originally charged. See and below for more on this topic.
• After you have entered the data click the OK Button. The data will be transfered to the window below the entry fields.
• Fiscal Period - If you scroll to see the far right column you will notice that the month of the entry has been used to calculate the fiscal period (month) in the general ledger account into which the transactions will be posted.

SAVE

THE ENTRIES - Entries should be saved before closing the window. If you have not saved the entries you will receive a warning that entries made since the last save will be lost. To save the entries click the Save Entries button. To exit the entry function click the Quit button. To get help about entries click the Help button. To print the batch click the Print Entries button.