Post an Office Check
General Ledger, Accounts Receivable and Time & Billing are linked and fully integrated to the General Receipts and Checks. Receipt and Check writing is intelligent in that it defaults to the current date and the client and vendor information is automatically looked up from the appropriate client or vendor list and includes full name and address.
Default GL account and tax information can be attached to a vendor to aid in the automatic GL distribution of a check.
To enter and office check:
Choose the Office module > Check tab
If you have more than one account you will be prompted for the account number.
The date will default to today's date. Navigate through the fields using the Tab key and fill in the information the same way that you would for any other check.
Enter the payee in the Pay to the order of field.
A lookup is available on the Pay to the order of field. If the check is for a vendor previously setup in the Vendor List module, you can simply enter the first letter(s) of the vendor name, tab off the field and it will automatically be inserted. If you have assigned a default GL account to that vendor, it will be inserted as well in the GL distribution area.
Enter the check amount in the amount field.
In the Reference field enter a check description.
In the GL No field, enter the GL number that should be Debited.
A lookup is available on the GL No field. Enter a "6" in the GL No field and tab off. You will be presented with a list of all your Expense account GL Numbers. Aside from costs that will be disbursed back to a client, you will normally be Debiting a 6000 series GL account when entering an Office check.
Your check can be disbursed across as many different Debit GL accounts as is necessary. You just need to make sure it is fully disbursed before you post. The Debits and Credits have to be equal. When the Debits and Credits are equal the Balance to Distribute will read "Nil".
Once the fields are entered, you can click Post to post and print the check or click New to enter another check. Checks can be posted one at a time or in batch at a later date.
You do not have to enter the full account number if prompted for the General Bank Account number. Enter "G" in the account field and click OK. You will be presented with a list of all your General Bank Accounts.
Hotspots: There is a "hotspot" on a general office check. A hotspot is a button that can be clicked to automatically insert info into a field. Click the small round button beside the firm name at the top. This will insert the firm name in the Pay to the order of field.