If you need to write a check manually rather than waiting for a check run, the Manual Check Posting window allows you to do so and still create a disbursement record in the A/P Ledger for the invoice you are paying. For small, one-time check disbursements or customer refunds, you can create a generic vendor record to use to post such payments.
Vendors who have the Vendor Requires Separate Checks field in Vendor Maintenance set to Yes cannot print checks with a zero or negative amount. For more information, see Outsourcing A/P Checks.
Note: To create manual checks in a closed period, you must be assigned the AP.ALLOWED authorization key.
To post a manual check:
From the A/P menu, select A/P Entry to display the A/P Entry window.
On the A/P Entry window, populate the appropriate fields for the invoice you want to post a manual check to. For more information, see Entering and Editing Payables.
From the G/L menu, select Manual Check to display the Manual Check Posting window for payables that still have open pay dates.
One of the following occurs:
If you have not approved the entire amount on the invoice, the system prompts you to select an account for which to Post Difference To. Select one of the following:
Unapproved Accounts Payable
Disputed Accounts Payable
Unreceived Accounts Payable
If you have approved the entire amount on the invoice, the system prompts you to select a bank account from which it will write the check. Select the appropriate account at the prompt.
The Manual Check Posting window displays.
Note: Vendors who have the Vendor Requires Separate Checks field in Vendor Maintenance set to Yes cannot print checks with a zero or negative amount. For more information, see Outsourcing A/P Checks.
In the Branch field, enter the branch to which you are posting the check.
In the Bank Account field, select the bank account from with the funds for the check will be pulled.
In the Check Numberfield, if you are using a check number other than the one displayed, enter a new number. The check number can be alphanumeric but cannot contain spaces.
Note: Check numbers have a maximum 15-character length.
In the Date field, enter the posting date. This date displays on the disbursement record that you have created for this check.
The system populates the other fields with the information from the A/P Entry window:
Field | Description |
Payable Number | The ID of the payable record that corresponds to the vendor invoice you are paying. |
Vendor Name | The vendor to whom this disbursement will be posted. |
Invoice Number | The vendor invoice number you are paying. |
Payable Amount | The vendor invoice amount. |
Check Amount | The amount for which the system cuts the check. |
Click OK to post the check.
If the vendor is set up to receive payment using electronic funds transfers (EFT), the system displays the following prompt: Generate EFT Check (Y/N). At the prompt, enter one of the following:
Y - Generates a check using EFT, as opposed to a manual check.
N - Generates a manual check.
See Also: