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Writing Individual Checks to an Existing Payee

Autosoft -

When you want to write individual checks, use the Miscellaneous Checks option. The system uses the account set as the General Checking account in the Operating Parameter of the Accounting System Setup to automatically post transaction lines. This simplifies the posting process.


Tip:  If you direct post and selected to view the running balance is the Miscellaneous Operating Parameters, the bottom of the Disbursement screen will display the running balance for the general checking account.
Important:  When creating a check, TAB or ENTER through every field of the Miscellaneous Checks screen, beginning with the Check No. field. If you fail to do so, when you complete the check and click Print, an error in the check number could cause the system to lock up.

Step 1. From the Dealership Accounting main menu, select Journal Entries.

Step 2. The Journal Entries menu will open. Click Disbursements.

Step 3. On the Select Check Register To Use pop-up, click on the check register you'd like to work in. 


Step 4. The Disbursements menu will be accessible to you.

Step 5. Click Miscellaneous Checks.

Step 6. If you are using pre-numbered checks, the Check No. field defaults to the next check number in the sequence. You can edit the check number as needed. If you are not using pre-numbered checks, the system automatically fills in a check number in this field.

Step 7. The date field defaults to the posting date.

Step 8. The Cash In Bank field displays the account selected when the Disbursements menu opened. Use the drop-down list to select a different account as needed. You can only select an account that has been set up in the Operating Parameters.

Step 9. In the Payee field, type the vendor’s control number.

You can use the List button to search for an existing payee. Click the button that corresponds to the list you want to view (A/P Schedule, A/R Schedule, Memo Accounts, etc.)  You can search for a specific payee by pressing the letter on the keyboard that corresponds to the payee’s name or clicking on the letters running down the screen. A list of payees for that letter is displayed. Click the payee or schedule you want to select.

Step 10. The payee’s information automatically populates the screen. If necessary, you can edit the information. The address is formatted to print on the check so it will show through the window of a standard window envelope.

Step 11. In Memo, type any information you want to add to the line. The first memo line will default as the description for each journal entry. If you entered an account number in the vendor’s record, the number automatically fills in this field.

Step 12. Type the check amount.

Important:  If the account is a balance forward account that's been flagged to receive a 1099, the Apply to 1099 field appears in the bottom-left area of the Miscellaneous Checks screen. By default the box is selected. This ensures the payment you are posting is included in the 1099 data for generating 1099 forms. You will see a caret (^) in front of the description when it is added to the right side of the screen. If you do not want the payment included in the 1099 data, you must clear the box. Again, this box will only be present for balance forward accounts. 

Step 13. The G/L Account defaults to the account entered as the Accounts Payable account in the Operating Parameters in the Accounting System Setup.

Step 14. The Control fills in with the vendor’s control based on the control entered in the Payee field.

Step 15. Type the invoice number and a description of the payment. The description defaults to the vendor’s name if you leave the field blank.

Step 16. The Debit field defaults to the amount entered in the Check Amt If you will be posting multiple transaction lines to make up the sum of the check, you can edit this field to reflect the amount of this line. You would do this if you were making a batch payment of several invoices and wanted to enter a separate description for each line.

Step 17. Press ENTER to file the debit line. The system automatically posts a credit line for the same amount to the Cash in Bank account.

Step 18. Once the entry balances, the system will automatically prompt you to print the check. Click OK to print the check, Voucher Only to print a voucher, or Save Only to save the check without printing.

Warning:  Make sure the check is properly loaded in the printer before you select to print the check. Once it prints the check, the system files the journal entry.



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