G/L Computer Checks
General Ledger Menu -> Checks
-> Computer Checks
This program can also be used to enter checks issued for
expenses such as rent or wages that are not handled through
Accounts Payable. It provides the ability to print out the check on
pre-printed check forms.
It uses the same check forms as the Accounts Payable programs.
For information on ordering checks, refer to Pre-Printed Forms for computer checks from
NEBS.
Note: If the invoice to pay has been entered into Accounts
Payable, do NOT enter the payment for this invoice here. Instead,
use Select Invoices - Manual Checks.
A setting in Company Taxing Parameters
controls whether processing has been activated to automatically
prompt for taxes in Computer Checks.
If activated, such taxes will be included on the report available
in Tax Activity Report.
The prompts to generate G/L computer checks are:
-
- Check Information:
-
- TRANSACTION #
- The software automatically assigns the next available
transaction number.
In Change mode if the check has already been entered into the
software but not printed successfully, it can be selected from the
drop-down list.
CHECK DATE
- Accept today's date for the date of the check, or enter a
preferred date.
If date checking is active for the operator, this date is
checked to ensure it is within the current Date Range for GLQH, as
defined in Date Range Control.
BANK ACCOUNT
- Enter the G/L Account # for BANK to be credited, or select it
from the G/L Account Search window.
Multiple Bank Account can be used to issue various checks.
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.
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.
Payee Information:
- PAYEE
- Enter the name of the person or firm to be paid as it should be
printed on the check.
The Payee name will print on the posting journal and will be post
to the General Ledger as the Reference.
ADDRESS
- Use up to four lines to fill in the address of the Payee.
How it appears on the screen is how it prints on the check stub. A
line can be left blank to skip a line.
Details:
- DETAILS
- Describe what the check is paying using up to 10 lines.
This information prints in the middle section of the detachable
check stub just as it is entered on the screen.
The first line of the details also prints on the posting
journal.
Finished?
- Click ACCEPT when the check header is complete to proceed to
the disbursements details, or CANCEL to abort.
Disbursements Details:
Note: In Change mode the details of an existing check, can only be
re-accessed if the check as not been printed and accepted.
-
- SEQ #
- This number is automatically assigned and displayed.
COST CODE
- This prompt is only enabled 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 the
G/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.
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
- If the feature to automatically calculate taxes has been
activated in the Company Taxing Parameters,
the tax code window will appear.
Leave this optional 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.
The tax amount is not calculated or posted from G/L checks.
These taxes will be included on the report available in Tax Activity Report and will be noted in the G/L
transactions.
TAX RECORD CODE
- If the G/L Account on the transaction is assigned to a tax in
the Tax Codes table, the operator will be
prompted for a tax record code. This is a mandatory field.
The Tax record code is used to manually link the line with the Tax
codes that have been input on the other detail lines. These taxes
will NOT be included on the report available in Tax Activity Report as the system does not
automatically calculate taxes in these functions.
Select the mandatory tax code from the drop-down list and click
OK to exit the window.
CHECK TOTAL
- This is automatically updated as disbursements are added to the
check details.
Finished?
- When all the records have been entered for payment
distribution, click ACCEPT to accept this check and proceed to the
next check.
Print and Post:
Checks can be printed from Print G/L Computer
Checks and posted from Post G/L Computer
Checks.
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.
Topic Keyword: GLQH01