Details:

Use the Write Checks option to write a check when you are not issued an invoice (Administration > Accounting > Banking > Write Checks).

You can use this option to do the following:

#1 Prepay an invoice that you have not received yet

#2 Record a handwritten check, or a check that was written outside of Evosus Enterprise


Step by Step:

Step 1: Select the Write Checks option. The Payee Search screen appears. Go to Administration > Accounting > Accounts Payable > Write Checks, or Administration > Accounting > Banking > Write Checks.

Step 2: Select the vendor and click Select Payee. The New Check screen appears with the selected vendor.

Step 3: Bank - Populates with the default bank account. Select a different account if necessary. The Default Bank Account is assigned in the Store setup under the Defaults tab.

Step 4: Payee - Populates with the selected payee.

 - Change Check Address: Change the address that displays on the check. This only impacts the check.

 - Update Payee: Update the profile of the selected payee.

Step 5: I am prepaying an invoice - Check this box if you are prepaying an invoice, or you expect to receive an invoice from the vendor.

 - This creates a debit memo: A debit memo is created when you check the 'I am prepaying an invoice' box. This records the vendor credit, which can be applied when the invoice is received.

 - When this box is checked, the entire check amount is automatically distributed to the default Accounts Payable GL account. The default AP account is set up using the Accounting Defaults screen (Administration > Accounting > General Setup > Accounting Defaults).

 - By default, this box is checked if invoices have been created for the selected payee in the past.

Step 6: Print this check - Check this box to print the check using the application. Once the check is created, you can print the check using the Print Checks Queue screen.

 - Do not check this box if you are recording a handwritten check, or you do not want to print the check.

Step 7: Date - By default, this is the current date.

Step 8: Amount - Enter the check amount.

Step 9: Memo - Enter a memo if necessary.

 - By default, this field will populate with the value in the 'Our Account Number' field on the Vendor screen (Administration > Accounting > Accounts Payable > Search Vendors > open a vendor> Options tab).

Step 10: Reference Number - This value prints on the check stub.

Step 11: Use the Accounts tab to distribute the check amount to a store/GL account, or job.

 - You can enter negative numbers in the Amount field, but you cannot apply a negative amount to the Accounts Payable GL account.

Step 12: Click OK to save the check. Click Next Check to save the check and add another check. Click Print Check Now to save the check and immediately print the check.

 - If you checked the Print this check box, you can print the check using the Print Checks Queue screen.


Security Permissions Required

Category

Function

Admin-Accounting

*Can Access Accounting Tree Branch

BANK – Write Checks

BANK - Can Change Payee Information


Related Report

 - Bank Register (Administration>Accounting>Banking>Bank Register): View all Transactions affecting a bank account and whether they are cleared or not.

 - Cash Payments Journal – Vendor (Administration>Reports>Accounting>Banking>Cash Payments Journal - Vendor): Detail of all Vendor Payments for a specified date range.