Edit Write Checks - Transaction Entry Tab
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Access this form using the Transactions>Edit Write Checks>Start button. |
Use this form to edit transaction line items or document information for existing expenditure checks. When checks were printed (Activities>Check Writing>Write Checks Session), the system automatically generated general ledger checks with a transaction source code of CDS—Write Checks.
Begin by selecting a Check number. The system displays the current document information for the check. You can change the Date, Description, and transaction entry line items. If you change the Debit or Credit amount, the total Amount cannot change. You cannot add new documents or change the Check number, Payee ID, or Payee information. Although you cannot change the Payee ID, if a 1099 vendor is selected, you can change the 1099 box number for each transaction line.
Advanced Security Users
Account Level Security is available for this form. This feature allows you to define the account codes and related amounts a user can view on transaction entry forms. Note that if a user does not have Account Level Security enabled, the user will see all account codes.
Multicurrency Users
The Exchange Rate field is only available if the Multicurrency module has been installed and added by the Administrator (Organization>Add a Module) and selected a Currency, other than the organization's functional currency, on the Session form. When the system is required to perform multiplication calculations involving fractional numbers, it is not uncommon to have rounding differences. See Rounding Rules for Transaction Entry for more information.
Check: Select an existing check from the drop-down list.
Date: Accept the date (assigned to the selected check), or enter a new one.
Amount: The system displays the amount of the generated check that was created using the Activities>Check Writing>Write Checks form. You cannot edit this amount.
Description: Accept the existing description, or enter a new one.
Payee ID: The system displays the vendor ID. You cannot edit this ID. This box only displays if the Accounts Payable module is installed for this organization.
Check Address: If Payee ID - Type: V (Vendor) was selected, the system automatically displays the default Preferred Check Address for this Vendor ID, or select a different check address from the drop-down list. This field only displays if the Accounts Payable module is installed.
Payee: The system displays the payee information, if applicable, for this check. You cannot edit this information.
Transaction Entry Table: You can either accept the data in this table, or edit it.
- PO/Enc ID: If you have installed the Purchase Order and Encumbrance modules are installed, and you selected an item using Choose Items/Encumbrances
, the table displays either the Purchase Order ID or the Encumbrance ID in this column. It displays the Purchase Order ID, when items selected are related to a Purchase Order. Otherwise, it displays the Encumbrance ID. - PO Line #: If you selected an item using Choose Items/Encumbrances , that is related to a Purchase Order, this column identifies transaction lines with individual items ordered on the purchase order.
- Fund, General Ledger, {Segment Names}: The system displays the document's segment codes.
- 1099 Box: The system displays the 1099 box number (Form Type-Box Number) selected for the vendor, such as MISC-15 or DIV-01a.
- Debit, Credit: The system displays the debit or credit for the line item. Keep in mind, if you make changes to these columns, the total Amount cannot change.
- Exchange Rate: The default Exchange Rate displayed here is determined by cross referencing the Effective Date used in the transaction line to the Active Date entered on the Maintain>Multicurrency>Exchange Rates form, for the Currency and Rate Type selected on the Session form. As the Administrator, you can override the default exchange rate for the Currency selected on the Session form, if the Allow Rate Override During Transaction Entry check box is selected (Organization>Set Up Modules>Multicurrency). See Multicurrency Dates for more information about how rates are calculated.
This column is only available if: the Multicurrency module has been installed and set up by the Administrator (Organization>Add A Module), and the Session currency selected is a currency other than the functional currency (File>New Organization>Functional Currency panel). - Entry Type: The system displays the entry type for the line item. Valid types are: Normal, End of Year Adjustments, Adjust Opening Balances, or Beginning Balances.
- Effective Date: The system displays the existing effective date. This is the effective date that posts to the ledgers.
- Description: The system displays the existing line item description.
- {User Defined Field}: This column displays any user defined field with a Transaction Lines type and transaction source of CDS (Write Checks). The system automatically appends one column for each field (to the right of the Transaction Entry Table). These fields were created by the Administrator using Organization>Set Up User Defined Fields.