AP> Manual Checks

Manual Checks

 

Summary

 

The Manual Checks process is used to input checks that have been created outside the application. For example, this process would be used if you manually cut a check to a vendor and do not enter the invoice or the check in the Computer Checks process. When the application is being installed and implemented, the Manual Checks process is also used to bring the 1099 vendor totals up to date from the previous software. The Manual Checks process will debit the expense account attached to the manual check and debit the cash account attached to a bank account in order to record the payment of the manual check.

 

The Manual Checks process is similar to the AP Invoices process (AP> Invoices). Manual checks are entered just like invoices and can even be generated using purchase orders or recurring invoices (AP> Maintenance> Recurring Invoices). You cannot create a manual check using an invoice that has already been created using the AP Invoices process (AP> Invoices). If you paid an invoice already entered into the application using a manually generated check, you can void the invoice and then enter the manual check into the Manual Checks process.

 

Once the transactions are entered, the process will generate a Check Register of the activity. The Manual Checks process will not generate a physical check like in the Computer Checks process, it will only record that a check has been issued to a vendor (record the journal entry and create the check in the Bank Reconciliation module).

 

The journal entry created by the Manual Checks process depends on the selection in the Use Interfund Transfers for Manual checks toggle on the AP module Setup window (AP> Utilities> Setup> Checks tab).

 

Click here for information on the AP module Setup window.

 

Step by Step

 

1     Open or create a Manual Checks batch. 

 

  • Open the Manual Checks Batches window (AP> Manual Checks). The Batches window will display all the open Manual Checks batches.
  • Click here for information on Batch Processing.
  • Select a batch and click DETAILS to open the selected batch.
  • Select a batch and click the Delete button to delete the selected batch. Any uncommitted checks in the batch will be deleted.
  • Click the Create New Batch button to create a new batch. This will open the Create Batch window.
    • If there are open batches in the Manual Checks process, you can create a new batch without affecting the open batches.
  • The Batch Month and Batch Year fields default to the current date and are used for reference only and are not necessarily the fiscal month and year the transactions in the batch will be posted to. The fiscal period the transactions are posted to is determined by the journal Entry date entered when creating the GL Distribution report.
  • Click the Create New Batch button to create the new Manual Checks batch.

 

2     Open the Batch Overview page. 

 

  • The Batch Overview page provides a general overview of the selected batch.

  • The left navigation menu displays all the steps in the Manual Checks process.

  • In the main section you'll see information about batch steps that are currently processing, next available batch steps, and the last completed batch step.

    • Batch steps that are currently processing will display a blue indicator bar to alert you that the step has not yet completed.

    • Once the preceding batch step is complete, the next available batch steps will be enabled and you can select the next step you would like to run.

      • While some batch steps are optional, any batch step that includes the Required tag must be completed before the batch is allowed to proceed through to the Commit step.

  • The Batch Outputs section on the right will display any reports or exports that have already been generated in the Manual Checks process.

 

3     Complete the Settings step. 

 

  • The Settings step is used to select the payment date or the transactions and the bank account the checks entered in the batch were drawn from.
  • Open the Settings window (AP> Manual Checks> Settings).
  • The Payment Date field is used to enter the default payment date of the checks entered in the batch. This is only the default amount. You will be able to change the payment date from the default on each manual check in the batch.
  • The Bank Account field is used to select the bank account the checks in the batch were paid from. Click the Bank Account field search button to select a bank account from a list or enter the bank account code.
    • The Fund field will not be enabled if you are using the multi-bank checking feature. The bank account used to pay each invoice line item will be selected based on the GL account attached to the invoice line items and the bank accounts attached to those GL accounts.
    • Bank accounts are created and maintained using the Bank Account Maintenance window (SS> Maintenance> Bank Account). Click here for information on bank account maintenance.
  • The P-Card Vendor field is used to specify a vendor that should be associated with P-Card invoices in the Manual Checks batch.
    • This field will only be enabled if the Bank Account selected above is set up as a credit card account type bank account.
  • The Fiscal Year field is used to set the fiscal year of the invoices generated in the Manual Checks batch.
  • Click the Submit button when complete to save the settings.

 

4     Import manual checks. 

 

  • Open the Manual Checks Import window (AP> Manual Checks> Import).
  • The Import step is used to import a large amount of manual checks.
  • Select the Configuration of the import file.
    • The Configuration drop-down field will display all of the import configurations created in the application.
      • Import configurations are customized import layouts that will take the data from an from a third-party application export file and reconfigure it to meet Springbrook layout requirements.
      • Import file configurations are created and maintained on the Import Configuration Maintenance window (SS> Maintenance> Import Configuration). Click here for information on Import Configuration Maintenance.
    • Once a configuration is selected, you can click VIEW LAYOUT/FORMAT to display additional information about the expected layout of the import file.
      • If the import file does not match the expected configuration, the import process will encounter an error and the file will not be imported.
  • Click the Select File button to browse to the import file or drag-and-drop the file into the area to the right of the button.
  • Click the Submit button to import the file.

 

5     Create the manual checks. 

 

  • Open the Manual Checks Selection window (AP> Manual Checks> Manual Checks).
  • The Manual Checks Selection window will display all of the manual checks that have been created in the batch. If you created a new Manual Checks batch, this window will be empty.
  • Select a manual check and click DELETE to delete a manual check.
  • Select a manual check and click EDIT to edit the manual check. This will open the Line Item Details section of the Edit Invoice window.
  • Click GENERATE RECURRING to create a manual check from a recurring invoice template that has been created using the Recurring Invoice Maintenance window (AP> Maintenance> Recurring Invoices> Create). Click here for information on recurring invoices.
  • Click ADD to create a new manual check. This will open the Add Invoice window.
  • Manual checks are entered into the batch almost in the same way that invoices are entered into an AP Invoices batch. The only difference is that when you are entering manual checks, you have to enter a check date and check number on each record.
  • The Check Date field is used to enter the date of the manual check.
  • The Check Number field is used to enter the check number of the check that was manually issued to the vendor. Each invoice line item for a single vendor can be attached to a separate check number, but you will have to enter an invoice number on each line item.
    • For example, if you would like to enter two separate manual checks for the same vendor, enter each check as a separate invoice line item with a unique invoice number. Then select an invoice number in the Invoice Displayed drop-down menu and assign the line item a check number in the Check Number field. The Invoice Displayed drop-down menu acts as a filter on the window and will only display invoice line items of a specific invoice number.
    • If the Require all Manual Checks to have a check number toggle is checked in AP> Setup, a check number must be specified before the manual check can be saved.
  • Creating a manual check is just like creating an invoice. Follow the links below for information on creating an invoice or an invoice line item.
  • Click the Save button after creating the manual check to return to the Manual Checks window.

 

6     Print the Proof List Report. 

 

  • The Manual Check Proof List displays all of the checks in the batch, including the line item detail that was created during the Manual Checks step (AP> Manual Checks> Manual Checks).
  • Select Proof List from the Manual Checks menu. This will open the Manual Check Proof List window.
  • The Print Mode drop-down menu is used to select which version of the proof list will print.
    • The Standard proof list will display the Invoice Number, Amount, Payment Date, Description, Check Number, Check Date, Account Number, and Reference number for each check included in the report. Total for check, total for vendor, and total for all checks will also be displayed.
      • The Totals for Check field will display the check total of each check, including all the invoice line items attached to each check.
    • The Work Order Detail proof list will display the Vendor Number, Vendor Name, Invoice Number, Invoice Date, WO Number, Reference Number, Activity Type Code, and Amount for each check included in the report. Vendor and report totals will also be displayed.
  • The Sort Order drop-down menu is used to select how the information on the report will sort.
    • Select Vendor Number if you would like the information on the report to sort by vendor number.
    • Select Vendor Name if you would like the information on the report to sort by vendor name.
    • If Work Order Detail is selected in the Print Mode field above, there are two additional sort options.
      • Select WO number if you would like the information on the report to sort by work order number.
      • Select WO reference no if you would like the information on the report to sort by work order reference number.
  • Check the Show vendor address toggle to include the address for each vendor in the proof list.
    • This toggle will not be enabled when Work Order Detail is selected in the Print Mode field.
  • Once the required report settings have been specified, click the Print button to print your report.
  • Click the options arrow on the right side of the Print button to see other print options.
    • Select Send PDF to Job Viewer to print the report in the default Springbrook format.
    • Select Send Excel to Job Viewer to export the report data to an Excel spreadsheet as unformatted data.
    • Select Send Excel (Formatted) to Job Viewer to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
  • Click the Schedule icon next to the Print button in order to schedule the report to generate at a later date and time.
    • Enter a Date and Time to generate the report and click SUBMIT.
  • Review the Proof List.

 

7     Print the Check Register Report. 

 

  • The Check Register Report will display the manual checks generated in the batch.
  • Select Check Register from the Manual Checks menu. This will open the Manual Check Register window.
  • The Report Type drop-down menu is used to select the information that displays on the report.
    • Select Register Totals Only if you would like to display the total on each manual check. No line item detail will display on the report. If there are multiple invoice numbers on a single check, only the check total will display on the report.
    • Select Manual Check Register if you would like to display the invoice line item information. Each invoice line item on the manual checks will display on the report.
  • Once the required report settings have been specified, click the Print button to print your report.
  • Click the options arrow on the right side of the Print button to see other print options.
    • Select Send PDF to Job Viewer to print the report in the default Springbrook format.
    • Select Send Excel to Job Viewer to export the report data to an Excel spreadsheet as unformatted data.
    • Select Send Excel (Formatted) to Job Viewer to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
  • Click the Schedule icon next to the Print button in order to schedule the report to generate at a later date and time.
    • Enter a Date and Time to generate the report and click SUBMIT.

 

8     Print a GL Distribution Report. 

 

  • The GL Distribution Report will display the journal entry generated by the Manual Checks process. The selection in the Use Interfund Transfers for Manual checks toggle on the AP module Setup window will affect the journal entry generated by this process.
  • The journal entry created by the Manual Checks process will debit the expense account attached to the manual check line items and credit the GL cash account attached to the bank account selected during the Settings step (AP> Manual Checks> Settings> Bank Account field). If the Use Interfund Transfers for Manual checks toggle on the AP module Setup window is checked, the journal entry will be different. Click here for information on the AP module Setup window.
  • Open the GL Distribution window (AP> Manual Checks> GL Distribution).
  • The Journal Entry field is used to enter the journal entry date of the journal entry created by the batch. The journal entry date will determine which fiscal period and fiscal year expensed for the transactions in the batch.
  • The Fiscal Period and Fiscal Year fields will populate based on the value entered in the Journal Entry field.
  • Once the required report settings have been specified, click the Print button to print your report.
  • Click the options arrow on the right side of the Print button to see other print options.
    • Select Send PDF to Job Viewer to print the report in the default Springbrook format.
    • Select Send Excel to Job Viewer to export the report data to an Excel spreadsheet as unformatted data.
    • Select Send Excel (Formatted) to Job Viewer to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
  • Click the Schedule icon next to the Print button in order to schedule the report to generate at a later date and time.
    • Enter a Date and Time to generate the report and click SUBMIT.

 

9     Print the Project Management module Distribution Report. 

 

  • The PM module Distribution Report will only display on the Manual Checks palette if the Project Management module is enabled in the Accounts Payable module (AP> Utilities> Setup> General tab> Enable Project Management interface toggle).
  • Once the required report settings have been specified, click the Print button to print your report.
  • Click the options arrow on the right side of the Print button to see other print options.
    • Select Send PDF to Job Viewer to print the report in the default Springbrook format.
    • Select Send Excel to Job Viewer to export the report data to an Excel spreadsheet as unformatted data.
    • Select Send Excel (Formatted) to Job Viewer to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
  • Click the Schedule icon next to the Print button in order to schedule the report to generate at a later date and time.
    • Enter a Date and Time to generate the report and click SUBMIT.

 

10     Commit the batch. 

 

  • Committing the Manual Checks batch will commit the journal entry generated by the batch and create a check in the Bank Reconciliation module.
  • Once the batch is committed, you can use the Bank Reconciliation module Clear Transactions process to clear the manual checks.
  • Select Commit on the Manual Checks menu to open the Commit window.
  • If the Manual Checks batch includes any invoices that include Inventory Control items, you will need to provide an open IC Inventory Transactions batch number that the items can be included in. Click the IC Batch field label to select an Inventory Transactions batch.
  • Click the Commit button to commit the batch.