Write Checks - Transaction Entry Tab

Access this form using the Activities>Check Writing>Write Checks>Start button.

Use this form to record and print expenditure checks. (The Write Checks Session form always precedes it.) Use this tab to enter document and transaction information. After completing this tab, click the Save/Post button to reach the Load Checks form. The system ensures that the entry balances, and then it prints the vendor's check.

Even though more than one cash account may have been set up using Maintain>Chart of Accounts Codes - Setup Tab, the only cash account that appears in the transaction entry table, is the one selected on the Session form. The system makes sure that the total credits to that cash account equal the "Amount" specified on this form. You cannot enter a debit to that cash account in the transaction; nor can you credit other cash accounts. Your data is designed to print on a preprinted check available online. Refer to Preprinted Checks and Forms for a list of part numbers to use when ordering.

If you selected the Apply Offsets on Save/Post check box (Options>Customize Workstation Settings>Preferences tab), and the transaction is not in balance, the system automatically applies offsets when you click the Save or Post button on this form. Offsets must have been previously set up using the Maintain>Offset Account Assignments form.

 

Check

• To create a new document, enter a unique ID or press the "+" (plus) key to have the system assign a document ID. This ID serves as the beginning check number. You can set the Last Used Check Number for General Ledger type cash accounts using the Maintain>Chart of Accounts Codes - Setup Tab. When a transaction uses that cash account, and you press the press the "+" (plus) key, the system automatically displays the next check number for that account, regardless of the form the check is being generated from.
• To edit or view an existing document, select it from the drop-down list.
• We recommend limiting your entry to strictly alphabetic characters (A through Z) or numeric characters (0 through 9), and avoiding the use of symbols.

Date: Accept the session date, or enter a valid date specific to this check.

Amount: Enter the amount of the check; this amount is the total of the credits to the Cash Account specified on the Session.

Description: Accept the session description, or enter a description specific to this check.

Payee ID: Select the payee to associate with the check, or use Find to help you select an ID. This ID is optional, and the box only displays if the Accounts Payable, Accounts Receivable Reporting, and/or Payroll modules are installed. Then, the system automatically displays the appropriate payee information.

To only display the 200 most recently used IDs in the drop-down list, select "View Frequently used IDs" on the Options>Customize Workstation Settings>Preferences tab.

Check Address: If you selected Payee ID - Type: V (Vendor), 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.

1099 Type: Accept the default entered on the Maintain>Accounts Payable>Vendors>1099 Information tab or select a 1099 form type from the drop-down list, such as NEC, MISC, DIV, INT, R, or W2G.

Payee: Enter the payee name if the system has not already provided this information. If you selected a Payee ID, the Payee information cannot be changed here.

Printed On Stub: Enter the payment information to be printed on the check stub. If you set up the account number information in the Maintain>Accounts Payable>Vendors form, the system automatically displays it here.

Transaction Entry Table: In order for an entry to be saved or posted, every line item must include all required account codes (segments) for the organization, a debit or credit amount, an effective date, entry type, and a description.

• PO/Enc ID: If you have installed the Purchase Order and Encumbrance modules, and you select 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 select 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}: Enter a segment code, or select one from the drop-down list. The system displays all available segments in this table. Segments were set up by the Administrator when the organization was created (File>New Organization>Account Segments panel).
• 1099 Box: If the selected vendor needs a 1099, enter the 1099 box number (Form Type-Box Number) for this line, or accept the default (if any). If a vendor was set up (Maintain>Accounts Payable>Vendors>1099 Information tab) with a 1099 box number of "No Default," and the vendor was selected in the Payee ID box on this form, you are required to enter a 1099 Box number here. Also, if the 1099 Type is changed for this transaction, select the 1099 Box number, associated with the 1099 Type form, from the available drop-down list which displays the Code (Form Type-Box Number) and its Description, such as MISC-15 or DIV-01a.
• Debit, Credit: Enter an amount in either the debit or credit column for each line, but not in both. This amount must be greater than or equal to zero. After the first transaction line is entered, the system automatically calculates and displays the offsetting debit or credit on the next line.
• 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. 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 by the Administrator (Organization>Set Up Modules>Multicurrency).
• 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 entry type is initially set to Normal, but you can change it if the entries are End of Year Adjustments, Adjust Opening Balances, or Beginning Balances.
• Effective Date: Accept the default effective date, or enter a new one for this line item. This date is the effective date that posts to the ledgers.
• Description: Accept the default description, or enter a new one for this line item.
• {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. Currency user defined fields follow the formatting of the organization's functional currency, even though the data is still processed in the currency selected on the Session form (if it is different than the functional currency). If flow-thru was set up by the Administrator (Organization>Set Up UDF Default Sources), a UDF value can flow from Maintain>Accounts Payable>Vendors to this tab.