Accounts Payable > Handwritten Checks/Drafts

The "Enter Checks/Drafts" screen is used to enter invoices that have been paid by handwritten check, but the invoice was not entered in the system.

The screen is very similar to the "Enter Invoices to Pay" screen. Most of the fields are the same. When you enter checks in the "Enter Handwritten Checks" screen, the screen has a PAID date field to enter the date of the check.

To record a hand check, select the "Add" option from the bottom of the screen and enter the requested information. When recording multiple invoices using the same check number, positive invoices must be entered prior to credit invoices.

Enter Checks/Drafts Invoice Entry

1.	The A/P Account number will prefill. If you need to change it, enter the vendor Sub-Account and arrow back to change the A/P account number.

Enter the Vendor Sub-Account. (You can press the [/?] key to display a pop-up window of vendor selections to choose from.) To add a new vendor, press [F12] Note: If you have an invoice from a vendor that you do not want to add to Sub-account maintenance, enter ZZMISC as the vendor and then enter the vendor name and address. The ZZMISC vendor is excluded from receiving a 1099 from the 1099 module.

3.	Links for additional information: Invoice #, Invoice Amount, Invoice Date, and Effective date

4.	Additional Check Stub Description is an untitled optional field that can contain a description that will appear on the check stub.

5.	Enter the PAID Date (date on the check). The system will not allow a Paid Date to be saved for a check/draft that the bank code has already been reconciled for that date.

6.	Mark if paid by Check or Draft (drafts are taken directly out of your bank account) or credit card (if using Credit card feature)

7.	Enter the Bank Code and check # (a draft will automatically prefill with a sequential draft number).

NOTE: The Check Memo Description is a read only field that is written in Sub-Account Maintenance. It prints on the check stub.

The system will perform a check to make sure this payable has not been previously entered or paid. If a possible duplicate is found, a pop-up window will appear listing the possible duplicate(s). Duplicate checking cannot be bypassed. The system will allow you to disable whether the warnings (pop-up window) are seen. This can be accomplished at the company level (Company A/P Options, A/P Entry tab) or Sub-Account level (Individual Sub-Account/A/P Options tab). Duplicates are checked based on Invoice # and Invoice amount. Blank Invoice #s will not be counted as a duplicate invoice. The system will assign the invoice a unique number.

NOTE: If the invoice is a duplicate (same invoice #, date, vendor, or amt) you must make a change to the entry (i.e invoice amount, invoice # or invoice date) in order to update the check/draft UNLESS it is a true duplicate.

Enter the Account/Sub-Account for the expense that will be posted to in the general ledger. If you have entered a default expense account in the vendor's Sub-Account, the system will automatically display the default Account and Sub-Account. You can enter through the fields to accept the default or override the account information. If the Account you entered requires a Sub-Account, you will need to enter the correct Sub-Account in the next field.

Enter the amount to be posted to the particular expense defined above. If this amount is less than that the invoice, the difference will display in red at the bottom of the screen. The invoice amount can be allocated to unlimited different accounts. The total Expense amounts entered must equal the Invoice amount.

10.	The Expense Entry Description field is optional. It is the description that will appear in the general ledger. The system inserts the vendor's payee name in this field, which can be overridden by typing in a new description. If you need more room, press [F5] to expand the description field.

11.	The Quantity, AFE, Stage, and Deck # fields are optional.

12.	When everything on the expense line(s) is correct, press [F10] or click on "Save" to save your changes.

NOTE: If Discounts are turned on in A/P Company Maintenance, they will not be available in Enter Checks and Drafts. The net amount of the invoice would need to be entered.

Move Invoice to Unpaid button

This feature allows the user to move the invoice to Enter Invoices, after determining it has not been paid, without having to delete the current invoice and recreate another invoice.