G/L Manual Checks
General Ledger Menu -> Checks
-> G/L Manual Checks
This program can be used to enter checks issued manually for
expenses such as rent or wages that are not handled through
Accounts Payable. These checks cannot be printed.
If the check needs to be printed from SRM software use G/L Computer Checks instead.
A setting in the Company Taxing
Parameters controls whether processing has been activated to
automatically prompt for taxes in Manual Checks.
If activated, such taxes will be included on the report available
from Tax Activity Report.
The prompts to enter a manual check are:
-
- CHECK NUMBER
- Enter the check number using up to a maximum of 9 characters.
In Change mode, a drop-down list is provided to view any
existing unposted manual checks.
CHECK DATE
- Accept today's date for the check or enter a preferred date for
the check.
This date is checked to ensure it is within the current Date
Range for GLCH as defined in Date Range
Control.
G/L BANK ACCOUNT
- Enter the G/L Account # for BANK to be credited, or select it
from the G/L Account Search window.
Multiple Bank Accounts can be used to issue various checks.
PAYEE
- Enter the name of the person or firm to be paid.
The Payee name will be posted to the General Ledger as the
Reference.
DETAILS
- Describe what the check is paying.
EVENT WINDOW
- This window only appears if the event management processing has
been activated in the Company Rate
Parameters and it has not been de-activated for the operator's
division in the Additional Pop-Up Windows in
the Divisional Contract Parameters.
Exit the window if this journal does not apply to an event, or
enter the customer, site and location information as outlined in
Location and Event Information.
CHECK AMOUNT
- Enter the full amount of the check.
The sum of details will need to match this total.
DIVISION
- This field is only enabled if the Activate G/L Posting By
Division feature is activated in Support
Application Parameters.
Select the division for the Bank Account that will be credited for
this check.
Division Posting in the General Ledger for Bank
Account:
The Division for the Credit to the Bank Account posting is
controlled as follows:
- If the Activate G/L Posting By Division feature is
activated in Support Application Parameters
the Bank Account posting to the General Ledger always reflects the
Division that is assigned to check header regardless of the
posting divisions on the details of the check.
- If the divisional posting feature is not activated then the
Bank Account Credit always posts to the blank division even if the
distribution details on the check post to different divisions.
TAX INCLUSIVE
- The Tax Inclusive default value can be set in the Company Taxing Parameters and can be changed on the
check as required.
This flag determines whether the tax amount is part of the
transaction amount entered.
Note: Additional tax code cannot be added manually to the check
if the "Calculate Tax On" Journals/Checks is on.
G/L Check Details:
- When the check header information is accepted, the details can
then be entered as follows:
- SEQ #
- This number is automatically assigned and displayed.
COST CODE
- This prompt is only displayed when Job costing is being tracked
at the posted G/L level, as activated in the Company Posting Parameters.
Select a Cost Code from the drop-down list as setup in Job Cost Code.
ACCOUNT #
- Enter the G/L Account # to be debited, or select it from
theG/L Account Search window.
This is usually an expense account or a liability account.
- Control Account Postings:
- If a journal transaction is posted to the A/R or A/P Control
Accounts, a warning is triggered and a customer or vendor account
number must also be assigned in the Accounts
Receivable Detail Information or Accounts
Payable Detail Information window.
This is important to ensure these G/L Control accounts agree with
the A/R Sub-Ledger and the A/P Sub-Ledger.
Note: Operators can be restricted from posting to a control
account by role permission as defined in Security Role Permissions.
DESCRIPTION
- The description of the Account number selected automatically
appears.
DIVISION
- Leave this field blank for HEAD OFFICE, or type in the
division, or select one from the drop-down list.
NAME
- The division name is displayed.
AMOUNT
- Enter the amount to disburse for this expense.
To add other disbursements to the same check number, add another
sequence entry to this check.
See the example below for two disbursements on the same check.
TAX CODE DETAIL
- If the Calculate Tax On feature has been activated for
G/L Journals or ALL in the Company Taxing
Parameters, the tax code window is triggered after each detail
is completed displaying the default Tax code associated with the GL
Account as assigned in Tax Codes.
- If the Account # entered for this transaction is not
associated with any Tax Code, leave this
field blank and close the window if taxes do not apply, or select
the tax code required for this transaction from the drop-down
list.
This defines the tax code to associate with the journal line in the
Tax Activity Report and will be noted in
the G/L transactions.
Note: This does not calculate any tax amounts and does not
trigger any tax posting to the G/L.
-
A valid tax must be selected if the Account # entered for
this transaction is defined as a posting G/L Account for any tax
code in the Tax Codes table.
This is a mandatory field that is used to manually link this Tax
transaction with the Tax Codes that have been input for the
other expense detail lines of the journal.
When the journal detail is posting to a G/L Account that is defined
as tax account in Tax Codes then the transaction itself is not
written to the BAS report in Tax Activity
Report as the system does not automatically calculate taxes in
these functions.
Security:
To change the default Tax Code on the Journal transaction the
operator must have Security Role to
'Change Tax Codes' set in the "Document Field Access" window
of the Role Permissions.
DISBURSED AMOUNT
- As the check is disbursed to the expense accounts, this field
will display the running balance (i.e. sum) of the transactions at
the bottom right of the screen.
When the Disbursed Amount equals the Check Amount,
the disbursement and the check are completed.
Finished?
- When the check is fully disbursed so that the sum of the
details agrees with the Check Amount in the check header,
click ACCEPT to accept this check and proceed to the next check, or
CANCEL to abort the check and if it is not balanced it can be
deleted after delete action confirmed.
Example of G/L Manual Check entry
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
MANUAL CHECKS
CHECK NUMBER: 121047
CHECK DATE: 10/31/20XX
G/L BANK ACCOUNT: 1000 BANK
PAYEE: J. SMITH
DETAILS: TRAVEL EXPENSES, PARTS
CHECK AMOUNT: 434.41
SEQ# ACCT# DESCRIPTION DIV TRANS AMOUNT
---- ----- ----------- --- -------------
001 6310 TRAVEL EXPENSE 1 309.41
002 4840 SHOP SUPPLIES 1 125.00
DISBURSED AMOUNT: 434.41
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Posting Control:
The programs for entering and posting checks are designed to be run
by one operator at a time.
Locking will occur if an operator did not exit the posting program
correctly.
A Posting Control Information warning
will appear on the screen and only operators with Security Role permission to reset the A/P and
G/L Checks flag will have access to the RESET
button that unlocks the program.
Whenever the posting control flag for A/P Checks is reset, a record
is written to the Delete Log for the
Function APCH91A.
Fixing G/L Check Mistakes:
Note: If the check was issued from Accounts Payable, follow the
instructions in Reverse Unposted A/P
Checks or Reverse Posted A/P Checks to
reverse it properly.
-
- Step 1:
- Unposted checks, can be re-accessed and deleted or modified as
required.
To fix a posted G/L Check, a new reversing check must be created in
the Manual Checks option, as follows:
- Type in the check # with an R as a suffix to indicate that this
is a reversal check.
- Enter in the same date and same accounts as the original
check.
- Enter the amounts in as NEGATIVE to reverse the original
check.
Step 2:
- Post the correction using Post G/L Manual
Checks.
Step 3:
- Flag both the original check and the reversal check as cashed
using Check Reconciliation.
The original check is now cancelled in the software.
Step 4:
- If this check needs to be re-issued, re-enter the check into
Manual Checks.
The original check number can be re-used.
Topic Keyword: GLCH01