RECORD MANUAL CHECKS

Use this screen to record checks that were printed outside the system for vouchers that have already been posted. You should use this screen if the voucher has been entered and posted and you need to record a manual check against it. You should also use this screen to record multiple manual checks against a single voucher. You can record only one manual check against a voucher in the Check subtask of the Enter A/P Vouchers screen. If a voucher was paid with more than one manual check before you entered it in the system, you can record it in one of two ways. First, you can enter the voucher and information about one of the manual checks in the Enter A/P Vouchers screen, then post it and enter the remaining manual checks in this screen. For the second method, you can enter the voucher in the Enter A/P Vouchers screen, post it, and record all the checks in this screen.

Note: Before saving a check, the system validates that you have entered a unique combination of check number, account, organization, check date, and pay vendor. If you enter a check in this screen that has already been entered in the Enter A/P Vouchers screen, the system will display an error message and you will not be able to save.

 

Note: You can also record manual checks using the Check subtask of the Enter A/P Vouchers screen. This subtask is most frequently used when the voucher was paid before entry into the A/P system. You can also use this subtask to enter the voucher and check information at the same time.

Note: You can record only one check at a time. To record additional checks after entering the initial check, save the first check's information, and a new screen will appear that you can use to record the next check.

Use this function any time to record manual checks in the system. You must post a voucher before you can enter a check against it in this screen. If a voucher is not posted, you can enter the manual check using the Check subtask of the Enter A/P Vouchers screen. You must enter all manual checks issued in the accounting period before you produce final financial statements for the period.

Note: You cannot access records that are being printed at the time this screen is open.

Pay Vendor

Use Query or Find to select the pay vendor to which the manual check was issued. The pay vendor name and location that are assigned to the pay vendor will display in the fields next to the ID.

Cash Acct Desc

Enter the cash account description assigned to the cash account/organization from which the check was written. This must be a valid cash account description from the Cash Accounts screen.

Pay Currency

Enter, or use Lookup to select, the code of the currency in which the check was issued. The pay currency default is selected in the Multicurrency subtask of the Maintain Vendors screen. If you have not selected a default for the vendor, the default pay currency will select your company's functional currency.

Check Number

Enter the number of the manual check to be recorded.

Date

Enter the date of the manual check to be recorded.

Amount

Enter the total amount of the check. This field must be equal to the total of the Pay Currency Vchr Check Amt column in the Selected Vouchers table window before the check information can be successfully saved.

Joint Payee

Use this field to add a joint check payee while recording checks that were printed outside the system. You must enter the word "and" before the joint payee name.

Period to Post

Use the fields in this group box to determine the accounting period to which the manual check will be posted. Ordinarily, the date of the check will determine the period to which the check will be posted.

Fiscal Year

Use this drop-down box to select the fiscal year to which the check should be posted.

Period

Use this drop-down box to select the period to which the check should be posted.

Subperiod

Use this drop-down box to select the subperiod to which the check should be posted.

Open Vouchers

This table displays the open vouchers for the Pay Vendor and Cash Acct Desc specified at the top of the screen. Only those vouchers assigned to that Pay Vendor and Cash Acct Desc will be available for selection from this table. The columns in this table are non-editable, but you can edit pay currencies in the Exchange Rates subtask. For a complete description of the columns, refer to the documentation for the Enter/Edit Payment Status by AP Account or Vendor screens. Highlight those vouchers that were paid on the manual check specified, and then choose the Select pushbutton. Those vouchers selected will then be moved into the Selected Vouchers table.

Selected Vouchers

This table displays those vouchers that were selected from the Open Vouchers table. This table should contain those vouchers that were paid by the manual check being recorded. If a voucher was selected by mistake, deselect it by highlighting the voucher and choosing the Deselect button. The voucher will be removed from the Selected Vouchers table and returned to the Open Vouchers table.

Voucher

This column displays the number that was assigned to the voucher when it was entered.

Trans Curr

This column displays the transaction currency selected for use on this voucher.

Trans Currency Amount to Pay

This column displays the unpaid balance on the voucher. The system will calculate the amount net of the discount amount if the system date is earlier than the discount date. If the system date is later than the discount date, the amount will be the gross balance due for the voucher. You can change this field to reflect partial payments. The amount to pay will be displayed in the transaction currency used on this voucher.

Trans Currency Discount To Take

This field defaults to the remaining discount amount available to take on the voucher if the system date is earlier than the discount date. If the system date is later than the discount date, this field will default to zero; however, you can change it if necessary. You cannot enter an amount greater than the available discount amount in this field. The discount to take will be displayed in the transaction currency used on this voucher.

Pay Currency Vchr Check Amt

This column displays the amount of pay currency used to pay this voucher.

Pay Currency Vchr Disc Taken

This column displays the amount, in the pay currency, of the discount already taken on previous payments made on this voucher.

Invoice Date

This column displays the voucher's invoice date.

Invc Pd Perf Dt

This column displays the invoice's period of performance date. This date is used with Costpoint's Subcontractor Payment Control feature. For more information on Invoice Period of Performance, please see Special Topic AP-11, "Subcontractors."

Trans Currency Amount Remaining

This column displays, in the voucher's transaction currency, the amount remaining to be paid after this manual check is posted.

Func Currency Amount to Pay

This column displays the amount, in your functional currency, to be paid on this manual check.

Func Currency Discount to Take

This column displays the amount, in your functional currency, of the discount to be taken on this manual check.

Post Disc GL Cd

This column displays the method ("N" (Net), "G" (Gross)) used to post discounts to the general ledger. You originally selected the method in the AP Voucher Settings screen.

Exchange Rate

Select this pushbutton to open the Exchange Rates subtask.

Remaining

This field displays the remaining difference between the amount of the manual check and the total of Trans Currency Amount to Pay column in the Selected Vouchers table.