Check - General Information

Using the Date Picker, type or select the Date you want the check to post to the general ledger. The current system date defaults.

Depending on the type of check, close attention should be paid to the Date field:

• Handwritten: Enter the date printed on the handwritten check.
• Post Date Check: The date may be advanced into the future. Future-dated checks immediately post to the general ledger using the date entered and are immediately available for printing.
  

  When running reports or printing checks that include future-dated items, you must advance the "through" date to a date sufficient to pick up the future transactions.

• Back Dated Checks: You can post a check with a date in the past, although security restrictions apply when backdating to a closed fiscal period.

Click the button to display the current bank account balance posted to the general ledger.

Select the appropriate check Type you are entering:

• Standard: Standard computer-printed check.
• Handwritten: Handwritten check.
• EFT: Electronic Funds Transfer (EFT) check.

• ACH: Automated Clearing House network type of payments

• Wire: Bank wire transfers

• OSC (Outsourced Check): Check payments made through a third party

When entering and posting a handwritten check, the Handwritten option opens the Check # field. Type the check number and issue date from the check, to insure a proper audit trail.

If the Check form is accessed from the Bank Center, the bank defaults from the bank selected in the Bank Center and cannot be changed.

If the bank displayed is incorrect, click Cancel  to exit the Check form. This takes you back to the Bank Center where you can choose an alternate bank account by selecting Actions > Find Bank.

If the Check form is accessed from other than the Bank Center, select the desired bank.

Select the Pay To from the list provided. Your selection in this field populates the Name list.

If the Check form is accessed from the Bank Center, this field defaults as blank. If it is accessed from other than the Bank Center, this field defaults based on the center and the entity selected in that center.

Example: If a fee company was selected in the Company Center, then the Pay To would default to Fee Company.

Choose Other to issue a check to a one-time or infrequent payee that is not in the agency's database.

When selecting Other as the Pay To type the Name list box disappears indicating you need to enter the payee's name and address in the appropriate fields.

When the Pay To is a Company, the Co Address field appears. so you can select which address to use for the check. The company types are:

• Brokerage company
• Fee company
• Finance company
• Insurance company

Broker, Employee, and Vendor: The Name list populates based on the selection made in the Pay To field. Select the appropriate name. When you [tab] out of the Name field:

• The Name field populates the Pay to the Order of field and the appropriate address defaults if it is entered into the database.
• The appropriate voucher sections appear for the selected Pay To.

Brokerage company, Fee company, Finance company, and Insurance company: The Name list populates based on the selection made in the Pay To field. Select the appropriate name. When you [tab] out of the Name field:

• The Main mailing address defaults to the Co. Address field.
• The appropriate voucher sections appear for the selected Pay To.
• If there is only one Co. Address, then the Pay to the Order of fills with the appropriate company name and address.

Insured: Click Search to find the desired customer. Once the customer is selected:

• The appropriate voucher sections appear for the customer.
• The Name field populates the Pay to the Order of field and the appropriate address defaults if it is entered into the database.

Other: The Name field disappears. Type in the appropriate Pay to the Order of and Address for the payee.

When the Pay To is a Company, the Co Address field appears. Select which address to use for the check.

• Brokerage company
• Fee company
• Finance company
• Insurance company

The Pay to the Order of field defaults from the Name field for the Broker, Employee and Vendor Pay To's and from the Co. Address for the company Pay To's, but can be changed.

For the Pay To type Other, type in the Pay to the Order of and Address.

Information in this field prints on the check as a description line below the payee name and is also available as a displayed field in certain accounting features and reports.

When the check Type is standard or handwritten, the default description is Trust Check or Operating Check, depending upon whether the bank type, for the selected bank in Bank Setup, is a trust or operating account.

If the check type is EFT, ACH, Wire or OSC, the default description is the check type.

Change this description line to make the information meaningful to the check recipient, such as an invoice number or date.

This is a free-form description field. Information entered in this field prints on the 'tear-off' voucher part of the check and is available in certain accounting reports such as the Cash Disbursement Journal.

Defaults based on the Type selection:

• Standard: This field is not available because the check number for a standard check is assigned during the check printing process.
• Handwritten: Enter the check number printed on the handwritten check.
• EFT, ACH, Wire or OSC: This field is not available because a check number is not applicable to these types of transactions.

This field is calculated based on the total of the amounts entered in the voucher sections of the check. See the Available Voucher Sections discussion under the Accessing Bank Center Checks section in Check for more information. This field is display only and can be altered only by editing a voucher row amount before check posting.