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You are here: Accounts Payable > Manual Checks
Enter and/or print manual checks.
Things You Should Know
- Manual checks can only be entered for a valid outstanding voucher.
- You can edit a saved Manual Check before posting. However, should you decide to print the check as described below and do not post the CD batch (manual check), the corresponding voucher will appear as unpaid on the Accounts Payable Analysis. Accordingly, GMS recommends that Manual Checks are posted shortly after entering them.
- After checks have been saved, you cannot edit the bank account on the Batch Control form.
- Manual checks are designed to have all checks from the same bank account in a batch. If manual checks from more than one account need to be entered, you must enter separate batches and select the appropriate bank account number.
- Once a check is saved, the delete button will be enabled.
- When you click on Edit, you will only be able to edit the check date field. If the wrong check number was entered, you should delete that manual check and re-enter using the correct check number.
- If you entered and saved the new manual CD batch control but didn’t enter any manual checks, once you exit Manual Checks that CD batch will be deleted. This is so that the same CD batch number doesn’t get assigned under A/P Processing or Payroll Processing.
- If any manual checks in a batch have been voided at a later time, you cannot delete the original manual check even if the same check number from a different bank account exists.
- When selecting the check date and posting period, the posting period must be the month in which the check was dated.
- If a manual check was entered and later voided, you cannot re-enter that check number in the original manual check batch.
During Manual Check data entry, you have the ability to attach an external document to the manual check or manual check batch control. Some examples are a pdf image of a statement, correspondence in a Word document or an Excel spreadsheet. To accomplish this, once the manual check is open click on the Documents button on the tool bar across the top of your screen. A New Document form will appear with the Source combo box defaulted to Manual Check. The Batch# and Doc# fields will also automatically be populated. Click on the >> symbol to the right of the File Name field and select the document to be attached. Double left click on the document and then save the document attachment.
Should you wish to add additional documents to the manual check, once the grid appears with the currently attached document(s), click on the New button on the bottom of the form and repeat the attachment process.
Once a document is attached, you will be able to find it on the File List tab. Should you wish to view a document already attached, click on the document’s path on the File List tab.
Should you wish to “un-attach” a document from the manual check, highlight the existing file name and click on the Delete button on the bottom. Note: this step does not delete the document, it merely “un-attaches” it from the manual check.
Batch Control Tab
The grid displays all manual CD batches and the corresponding hash totals. Columns can be sorted ascending or descending by clicking on the column heading. The manual CD batch can also be posted or unposted in the grid.
Batch #: Batch numbers are automatically assigned when entering and saving a new batch. This field cannot be changed or edited.
Description: You can enter a description for the batch that will print on the batch control, batch register and Batch Analysis.
Bank Account: Enter the bank account that this batch of manual checks were written from.
Posting Period: Enter a posting period to reflect the last day of the month in which the batch is to be posted.
Posted: This field will display True if the batch has been posted to the GL or False if it has not been posted to the GL. This field cannot be changed or edited.
Print Options, Include signature lines: If you wish to have signature lines on the batch report, place as check in this box.
Manual Check Tab
Batch #: This field displays the current batch number and cannot be edited.
Check #: Enter the check number of the manual check.
Date: Enter the date of the check.
Vendor: Several options are available for you to use in connection with the vendor code.
- Enter a valid vendor code.
- Click on the combo box arrow and select a vendor code from the list of codes displayed.
- Enter a vendor name.
- Click on the combo box arrow in the vendor name field and select a vendor name. The vendor number will automatically be displayed after leaving the vendor name field.
Amount: Enter the amount of the manual check.
Distribution Grid: This grid shows the following information: Voucher Number, Amount, Paid Amount, Amount Outstanding, Amount to Pay. When the vendor number is entered, all outstanding vouchers for that vendor will be listed. Select the voucher(s) you are paying with the manual check and enter the amount(s) in the Amount to Pay column.
You may enter and save several manual checks at one time. When you have completed entering and saving a group of manual checks, you should click on the Batch Control tab and Post the batch.
Check Formats: The check format will default to the format selected under Tools/Organization/Default GL Codes. If a default has not been selected, choose one of the following: 11” stub-check-stub (laser or dot matrix), 11” Z-fold self-mailer (laser) or window envelope. Click on the printer icon to print the manual check.
Include DBA: If there is a DBA setup in the vendor file and it is to be included on the AP Check, put a check in the box.