Manual Check Entry

From the DockMaster menu, select Accounts Payable > Check Processing > Manual Check Entry

Purpose: To allow entry of handwritten checks and or printing of one-off Accounts Payable checks that were not printed in A/P Check Printing.

The manual check process allows you to attach multiple invoices to a manual check. The invoices can already exist on file, be new invoices, or be a combination of the two. New invoices that are paid with a manual check are tracked in the vendor's file to help prevent duplicate payments.

A ‘Quick Print’ is available in the manual check process. You can print a check using a limited amount of data input. Once you enter the information, all you need to do is press the Print button to print a check.

The manual check cycle is as follows:

Enter manual checks through A/P Manual Check Entry.
Print an A/P Check Edit Listing to verify the checks entered.
Post checks to the Vendor File through Post A/P Manual Checks.

Special Note: If there is going to be more than one check entered for the same vendor, and the invoices are entered during the manual check entry process, the first check needs to be posted before the second check is entered. If it is not, the second check will attach itself to the first invoice and the invoice put on the second check will not get created. What ends up showing is the first invoice has a credit balance of the amount of the second check.

Bank Code - Enter a valid Bank Code or press F6 to list all bank codes. This is the bank code corresponding to the Financial Institution you are writing the check from.
Check Number - Enter the Check Number of the manual check. If you are using the Quick Check Writer, enter the number of the check you are going to print on.
Vendor Number - Enter a Vendor Number for this check. If you don't know the vendor number, type a name preceded by a backslash "" to access a cross-reference list or press F6.
Enter 99999 to use the Miscellaneous ‘One-Time’ Vendor functionality for this check. Processing will move to the Payee Information tab and allow you to enter the name and address you want printed on the check. Note: The system does not track information on each payee separately, but you can view all transactions made using the 99999 Vendor through the Vendor Analysis report.
Check Date - Enter the Check Date of the manual check or press Enter to default to the current date. This is the date the check will get posted to the subsidiary ledger and the General Ledger.
Check Amount - Enter the Check Amount.
The Remaining field shows the amount of the check left to distribute to invoices. This field cannot be maintained.
Comments - Enter Comments describing the item(s) or service purchased or press Enter to bypass this field. This comment field will print on G/L Account Reports. If no entry is made, a default comment will be entered by the system.

Invoices Tab

-- Invoice Listing --

Invoice - Enter the Invoice number you are paying.

The three scenarios that exist for paying an invoice with a manual check are shown below.

Important: if you don't enter an invoice number, the system will create an invoice and apply the check against it. This will be done at the time you press Post to post the manual check or press Print/Post to print a check (this also posts the check).

The invoice(s) is already on file.

Enter the invoice number or press F6 to bring up a list of open invoices for this vendor. Click on an invoice to select it for payment.
Upon return from the Invoice Listing window, the invoice selected will be displayed and the cursor will be resting on the Amount Paid column. Any discounts available will be automatically calculated and entered into the Discount column.

-- Expense Distribution --

The Expense Distribution will display n/a in the G/L Account column; this means that the account distribution was already entered when you processed the invoice. You will not be able to affect this field.
Note: If you select more than one invoice, the check amount will be distributed in invoice date order (oldest first) until the full check amount is fully distributed.
Click Save to save the check for posting through the Post A/P Manual Checks process, Post to post the check to the subsidiary ledger or Print/Post to print the check on a printer (this also posts the check).

This is a new invoice.

In this scenario, the invoice will be put on file by the system to prevent a double payment in the future.

Enter an Invoice number or press N at the Invoice field to get the next available invoice number for this vendor. If the invoice number entered is not currently in the open invoice file, this message will appear: Invoice does not exist. Would you like to create it?
Click Yes to process the invoice and move to the Amount Paid field. Click No to return to the Invoice prompt.
Enter the Amount to be Paid on this invoice; the Balance field is the difference between the Amount Paid and the Discount. Press Right Arrow to accept the entry and move to the next line.
Click on the Discount field to enter a discount. The Balance and Amount Paid fields will recalculate automatically.
If you are entering multiple invoices, the sum of the Amount Paid column must equal the check amount. You can put the balance of the check ON ACCOUNT by typing OA at the Invoice prompt if you are prepaying monies to a vendor.

-- Expense Distribution --

The expense account(s) will default to the distribution set up in the Vendor File, or to the Miscellaneous Expense Account in A/P Parameters if the vendor doesn't have a distribution on file.
Press F6 at the G/L Account field to list the Chart of Accounts.
If You want to put the amount paid On Account (i.e. you are prepaying or giving a deposit) Type the letters OA (ON ACCOUNT) at the Invoice prompt. In this scenario, you are prepaying an invoice or sending a deposit to a vendor that will create a credit balance on the vendor's account. You will be able to apply this credit to an invoice at a later date.
Click Save to save the check for posting through the Post A/P Manual Checks process, Post to post the check to the subsidiary ledger or Print/Post to post the check on a printer (this also posts the check).

GL Distribution Tab

Click on this tab to review the G/L Distribution for this check. This is not a maintainable tab. If the information here is wrong go back to the Invoices tab, give focus to the invoice and change the G/L distribution in the grid.

Payee Information Tab

Click on this tab to change the Payee Information for this check. The name, address, and account number will print on the check exactly as shown in this window.