Writing Checks

Writing Checks:

Without a PO/Invoice:

1.Select the "Checks" tab on the main menu

2.Select "Write New Check"

3.Select the Bank Account from which the check will be paid from if other than default.

4.Select the date which the check is to be printed on

5.Complete the field “Pay to the Order of”. If the person that the check is being made to is not yet in your data base, the system will ask you to add the person into the data base before moving on. If it is an existing payee the name will auto populate.

6.If the check was manually written and needs only to be logged into the general ledger and is not to be printed select the “Handwritten” box otherwise leave unchecked and continue onto the next step
Note: The check number may be changed manually when a check is handwritten

7.Enter a Memo

8.Under Expenses, enter the account that you would like to charge the amount to by either typing in the account number, or begin typing the name of the account, or select “Add Expense Item”

9.If the transaction applies to a fundraiser or a program, use the combo box to select the appropriate active fundraiser or program. Note: If this does not apply, leave combo box blank.

10.Enter an additional memo (this memo will translate to the reports).

11.Enter the amount that will be charged to the account

12.If the amount is broken up by different accounts, repeat steps 7-10 for each account until the amount is equal to the total amount for the check.

13.Click "Save" and proceed to instructions on how to print a check

With a PO/Invoice:

1.Select the "Checks" tab on the main menu

2.Select "Write New Check"

3.Select the Bank Account from which the check will be paid from if other than default.

4.Select the date which the check is to be printed on

5.Enter the name of the Vendor or Individual into the Pay To the Order line

6.Upon selecting a Vendor or Individual, if there is an open purchase order/invoice for this entity a pop up will appear with a list of that entity's open purchase orders/invoices. You can also select the “Open Documents” to search for open POs/Invoices, or to create a new Invoice with or without an existing PO.

7.Check off the PO/Invoice(s) which are being paid. If PO/Invoice is being paid in full and no new invoice needs to be created, select “Pay Selected” and Save your Check.

Create new Invoice from exiting PO(s):

1.Once the PO you wish to create a new invoice for is checked, select “Create New Invoice from PO”

2.Enter the Invoice number. If you are not entering inventory, select “Save” (Invoice will now replace PO in “Open Documents” box).

3.You can create additional invoices from existing POs, by repeating steps 7-9.

Create new Invoice without exiting PO(s):

1.Select “Create New Invoice” (Do not check a PO)

2.Enter the Invoice Number and Memo. Note: “From” will be populated with same Vendor as payee. If no Payee is listed, enter the name of the Vendor.

3.Select the “Items” tab

4.Enter Item/Memo, quantity, Cost and Account (if not buying Inventory)

5.Select “Add Item”

6.Repeat steps 14-15 to add multiple lines to new Invoice and select “Save”

7.Invoice will now be checked off in the “Open Documents” box. Repeat steps 11-16 to add another invoice or select “Pay Selected” to add new Invoice to Check.

Click "Save" and proceed to instructions on how to print a check

Note: You may do partial payment by changing the amount being paid on the face of the check and editing the amounts on the Expense line after the PO/Invoice is added to the check.

Note: Multiple purchase orders/Invoices can be pulled onto Checks

Using Inventory:

1.Follow steps 1-7 listed under "Without a PO/Invoice"

2.If you are purchasing inventory, expand the “Inventory” section by clicking on the arrow next to “Inventory”

3.Enter Item, quantity, cost (total will automatically calculate). Note: click on the line underneath or select “Add Inventory Item” to add multiple inventory items.