Accounts Payable Handwritten Check Entry

About

Accounts Payable

Invoicing/Checks

Handwritten check entry is used to record checks that have been written from a checkbook or manually filled out on check stock.

Using the Program

This program is a Batch Entry Program. Follow the link to learn about creating batch IDs, editing existing batches and recurring batches.

Batch Information

Batch Header Information:

• Description
• Trans. Date (Active if not using the Set Transaction Date to Invoice Date feature). This is the g/l transaction date to be used for all invoices in the batch.
• Division *Only active when AP Divisions feature is active.

Invoices/Checks

Each line of the grid holds an individual check and invoice.

Invoice Fields:

• Vendor ID - Select the vendor from the list
• Invoice No. You may enter a new invoice, or select an existing invoice from the list.
• Invoice Date
• Description
• Invoice Gross Total amount of the invoice including tax, and before taking discounts.
• Tax Auth Only use this when tracking Use Tax
• Due Date This will be set to the default based on the Vendors Payment Terms.
• Check No. Enter the Check Number being recorded - REQUIRED
• Check Date Date the Check will be recorded into the AP and GL system
• To Pay Amt Enter the Amount the Handwritten Check was for - REQUIRED
• Disc Amount Amount of discount to take when paid.

Distributions

Enter GL distribution only if entering a handwritten check for an invoice that was not previously in the system.

See Accounts Payable Invoice Vouchering.

Tips and Tricks

If a Handwritten Check is paying more than one invoice, enter multiple lines for each invoice with the same check number. The amount to pay will also be broken down onto each line (i.e. the amount to pay will be the amount of each invoice rather than the check amount. The total of the lines for a check number will equal the check amount)

System Options

Post Voucher Transactions by Invoice Date

When this feature is active, the transaction date is set to the invoice date for each invoice. If not the transaction date for the batch applies to all invoices. The advantage of using this feature is that the g/l and invoice aging remain tightly integrated.

Voucher as Net

This feature is used to automatically reduce AP Debit Distributions by a proportion of discount. This reduction if offset by a debit to the Discounts Pending account. When the check is paid, the Discounts Pending account is credited by the amount of the discount.