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<< Click to Display Table of Contents >> Navigation: Check Stub > Check Stub Input Cycle > Enter - Deposit/Check Stub |
To enter checks, choose option Deposit/Check Stub under the Input Cycle Menu.
The first screen is a summary of the deposit and the total amount is entered. This information is recorded in the General Ledger with the journal, reference number, and description as of the effective date entered.
1.Click on the Add button or A on the keyboard to start entering the deposit.
2.The Journal # will default from Company Maintenance.
3.Enter the Effective Date . This is typically the check date.
4.Enter in a Reference. The reference number must be unique. Pak Accounting recommends using the check number.
5.The Account # will default from Company Maintenance. Pak Accounting recommends using a Purchaser Clearing Account.
6.Description is a free-form field. This records in the General Ledger entry (good place to enter the name of the purchaser)
7.Enter the total amount of the deposit.
8.Document button allows you to scan in the associated check stub. Used with scanning feature.
9.The List button allows you to run a Detailed Edit Listing of what has been entered.
NOTE: The system will allow for a zero entry to be created and posted to capture a zero check and the associated document.
One Summary Screen per deposit (check or stub) will be needed. Use the Navigational buttons at the bottom to view other entries. These include Add, Change, Find, 1st, Prior, Next, and End. The Delete button will allow a Deposit and all the attached Stub entries to be deleted.
Once all of the Deposit information has been entered, it’s time to enter each line from the Stub. Click Stub at the bottom of the screen.
This screen is for detailed entry of each property on the check stub. This information creates 100% entries when sending to Revenue on the Division Order. It creates the Income and Expense account entries if using "G/L" on the Division Order setup. The highlighted fields are the check stub amounts to be entered. See example below.
NOTE: This is the only screen in the system that won’t allow you to click directly into a field to start a change function. Pressing “C” for “Change” or clicking Chg at the bottom will start a change operation.
1.Click Add.
2.Enter the Purchaser, then the Property. The Property code will be the code listing on the Stub, not what you have created in the system. Also, only properties attached to this Purchaser through the Division Order will be available in the Lookup field.
3.The Interest Code and Product should automatically prefill from the information set up on the Division Order if there is only one.
•If multiple Division Orders are set up for this Purchaser and Property due to different Interest Codes, you must select the Interest Code.
•If more than one Product Code is defined on the Purchaser > Products Tab, you must select the Product. This is why setting up the products received for each Purchaser is essential.
4.Enter the Run Date from the check stub (*Required). The Run Date is also known as the Production Date. This is typically 1 or 2 months behind. The system will not allow the Run Date and the Effective Date to be in the same month since you would not typically get paid in the same month the product was produced. This allows you to easily track the difference between when the product was produced and when you got paid (Effective Date).
5.Optional Comment will print on revenue check stubs.
•If the destination is Revenue, it will appear on the owner's gross entry, which will appear on the RB settlement statement or Revenue Check Stub.
•If the destination is G/L, it will appear on the owner's gross entry.
•Note: Does not affect Added Cost Entries.
As soon as the top part of the screen is filled out, more fields become visible. First, there will be a section for the Percentages set up on the Division Order. This way, you can verify at a glance that these are the identical amounts on your Stub. Also, under the Revenue tab, you will notice white fields. These are the Ent (enter) fields set up in Purchaser Maintenance. Notice that one side (column) will be entered, and the other side (column) will be calculated.
6.Enter the check stub details for the amount received. Which fields are entry fields depends on the setup in Purchaser Maintenance. You can define what amounts to enter; in the example above, you will enter the 100% totals from the stub. The Owner percentages will calculate automatically using the percent set up on the Division Order.
•The Owner % - NET REV field should ALWAYS be an enter field since this is the field that will tie to your check.
•If there is ever an “out of whack” field, check your setup; this may be your Calculate field. This would show in the Difference column. Remember, any rounding or calculation issues will go into this field. This is a good indication that something may have either been miskeyed or the percentage on the stub is different than what is on the Division Order.
•The Difference column will allow up to a $1.00 difference. This is because sometimes there are rounding differences, and nothing can be done about them.
7.When finished with a stub line, click Save and Add to add the following line. Keep going until the entries stub has been entered. The For Purchaser and Deposits Totals in the top right-hand corner of the screen will keep track of the number of stubs entered and the total amount.
8.Once all stubs are entered, the difference in the Deposit Totals should be zero. This means that the total from the Summary screen matches the total check stubs entered.
Hint: If making multiple changes, you may need to click on Refresh at the bottom of the screen to refresh the stub detail, which may put your deposit in balance if it was showing to be off.
9.If you have another check to enter from the main Enter-Deposit/Stub screen, click Add and enter your next purchaser check information. Then enter the stub line items. Repeat until all of your checks are entered.
NOTE:The Optional Comment will appear on the Revenue Billing Settlement Statement.
You have the ability to Change the Sequence numbers if needed. This could be used if you are entering a large deposit and missed one in the middle. You can enter the stub, then change the sequence number to the proper number, all items after it will be moved back one number in order to make room for the stub left out. This will keep the Check Stub Edit Listing in the same sequence as your check stub.
If you have to delete one stub and re-add it (for example, the division order was setup incorrectly) you can delete the stub and immediately re-add the stub and it will keep the same sequence number. This will keep you from having to change the sequence number manually.
The Rev/Bill costs tab will appear on the stub if you are using the Added Company Cost feature.
Import
To use the Check Stub Importer click on the Import button at the bottom of the Check Stub - Enter-Deposit/Stub screen. The system will recognize alphanumeric codes for the product being imported.
A box opens that requests you enter the file name of a saved spreadsheet or you can use the Browse button to search for the file. File type must be XLS/XLSX/CSV. In order to successfully import the data the spreadsheet must contain information arranged in a specific format. There is not a limit to the number of lines you may import as long as the lines are defined in the Purchaser Maintenance setup.
The Check Stub Importer file layout is as follows.
Column #
A(1) Purchaser Code
B(2) Division Order Property # Part 1
C(3) Division Order Property # Part 2 (Normally left blank)
D(4) Division Order Property # Part 3 (Normally left blank) *
E(5) Interest Code as specified on Division Order
F(6) Pak Accounting's Product Code (Must have a Purchaser Code associated with it on the Purchaser Maintenance - Products Tab)
G(7) Run Date in MM/YYYY or MM/DD/YYYY format (Day is ignored)
H(8) Comment (Normally left blank; it will appear on owner's copy of the Settlement Statement)
I(9)... Remainder of columns will be processed in the order of entry as set up in Purchaser Maintenance.
* If Division Order property # Part & Part 3 are blank, the Importer will only use Part 1 as the Property #, otherwise it will construct the Property # as Part 1, then a hyphen [-], then Part 2, then Part 3.
NOTE: Do not use column headers in the import file. Additionally, this import has the capability to import multiple purchasers in a single import file.
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