Checks

This feature, or some fields and options described, might not be available depending on your settings, security rights, or platform package.

Checks

Use the Checks data entry form to issue checks, record EFT's (Electronic Funds Transfers), or to enter handwritten checks. As with receipts and journal entries, you can access checks from a number of different places in the system, based on the type of check you are creating.

Bank Center Checks

The Bank Center can be used to issue one or many checks to various payee types. To open a Bank Center Check form:

In the Bank Center open the bank account where the checks are to be issued.
Select New Check from the Actions menu. The Bank Center Check form displays.
Select a Pay To type from the list. If the payee is an Insured, enter a few letters of the insured's name in the Name field and click the Search link to locate the appropriate customer account.
Tab to the Name field and make a selection.
Tabbing out of the Name field displays the available vouchers for the payee type selected in step #3.
Open the voucher section representing where in the general ledger the non-bank portion of the check should be recorded. Using section menu options of New or Edit, or type-in-grid functionality, if available, complete the desired voucher sections.
Click Post and New to post the check and activate another blank check form, or click Post to post the check and close the form. If you want to post and print the check, click Post and Print.
ALT+F; N for Post and New.
ALT+F; P for Post.
ALT+F; R for Post and Print

See Section Descriptions later in this topic for more details about voucher sections.

Available Voucher Sections

The following voucher sections are available depending upon the selection made from the Pay To list, in the General Information section.

Pay To	Voucher Sections
Broker	Broker Accounts Receivable Direct Bill Deposit Other GL Accounts
Brokerage Company	Account Current Statement Insured Accounts Receivable Broker Accounts Receivable Finance Accounts Receivable Direct Bill Commission Receivables Direct Bill Commission Income Direct Bill Deposit Other GL Accounts
Employee	Administrative Salaries Employee Draw Taxes - Employee Withholding Employee Expenses and Reimbursements Insured Accounts Receivable Direct Bill Deposit Other GL Accounts
Fee Company	Account Current Statement Insured Accounts Receivable Broker Accounts Receivable Finance Accounts Receivable Other GL Accounts
Finance Company	Account Current Statement Insured Accounts Receivable Broker Accounts Receivable Finance Accounts Receivable Direct Bill Deposit Other GL Accounts
Insurance Company	Account Current Statement Insured Accounts Receivable Broker Accounts Receivable Finance Accounts Receivable Direct Bill Commission Receivables Direct Bill Commission Income Direct Bill Deposit Other GL Accounts
Insured	Insured Accounts Receivable Direct Bill Deposit Other GL Accounts
Other	Other GL Accounts
Vendor	Other GL Accounts

Accessing Checks from Other Centers

You can access the Check form from many places throughout AMS360. Where you are when you access a check form controls what voucher sections display and what choices you have about where the check posts in the general ledger.

Depending on which center you are working in when you decide a check should be created, you may be able to generate the appropriate check without opening the Bank Center.

Check Types and Locations

Following are examples of types of checks and the system location where they are commonly created:

If the payee is...	and the check is for...	access the check form by...
Customer	Check payable to the Customer for a refund of an accounts receivable credit transaction, such as an invoice credit balance due to an overpayment, an audit or an endorsement credit. Refund of a customer payment recorded as an On Account receipt.	Customer Center Open the customer in the Customer Center. Click Actions>New Check on the center menu bar. The Customer Center Check form displays with the Insured Accounts Receivable section expanded and the customer name and address defaulted into the form. In the Insured Accounts Receivable section, type the desired invoice amount(s) into the Amounts grid column. Enter a Description for each voucher amount. Click Post or Post & Print (if check stock is available in the printer). Customer Register Option Open the Customer Register and click the right-pointing arrow to the left of the policy containing the item you want to create a check for. Click the Check action button. The Customer Center Check form displays with the check Amount, and the Payee Name & Address in the General Information section, and the Amount and Description fields in the Insured Accounts Receivable section prefilled. Review and edit the defaults if necessary, including the Memo field if you wish to note any additional information.ExampleWorkers Comp Final Audit. Click Post or Post and Print.
Company - Direct Bill Deposit for a Single Customer	Payment of funds to a company for a Direct Bill Deposit transaction. An alternate workflow is available to create a check to the company immediately after posting the Direct Bill Deposit receipt. See the Receipts topic for more information.	Open the Customer Register for the desired customer. Expand the desired Direct Bill Deposit row containing the deposit you want to pay to the company. Click the Check action button for the item you want to pay. The Direct Bill Deposit Check form displays with the check Amount, and Payee Name & Address in the General Information section, and the customer's direct bill deposit Amount and Description in the Direct Bill Deposit section prefilled. Review and edit the defaults if necessary. ClickPost or Post and Print.
Company - Direct Bill Deposit for Multiple Customers	Payment of funds to a company for Direct Bill Deposit amounts for multiple customers.	Open the company in the Company Center. Click Actions > New Check. The Company Center Checkform appears. Expand the Direct Bill Deposit section of the check form. All customers having a direct bill deposit balance for the selected company, display in the grid listing the current balance for each customer. Click the Pay All Balances button to copy the Balance column to the Amount column and to enter the default description in each row. OR Use the type-in-grid functionality to type in the Amounts and Description you want to pay. If you accidentally enter an amount and description for a customer you do not wish to pay, change the Amount to 0.00. Zero amount rows do not post to the general ledger. Or, click theClear All Balancesbutton and begin entering the amounts and descriptions again. ClickPost or Post and Print.
Broker	Check payable to the Broker for a refund of an accounts receivable credit transaction, such as an invoice credit balance due to an overpayment, an audit or an endorsement credit. Any other checks issued to a broker for miscellaneous reasons, such as reimbursement of shared expenses, etc.	Open the broker in the Broker Center. Click Actions>New Check on the center menu bar. The Broker Center Check form displays. Open the Broker Accounts Receivable section. Type in the Amount and Description for the invoices you want to pay, or add the amount on account. ClickPostorPost and Print. Pay Commission Statement(Gross Brokersonly) Pay Commission Statements for gross brokers are prepared and processed just like Employee Commission Statements. Checks associated with these statements are created as part of the Pay Statement process.
Insurance/Brokerage/ Fee Company (Agency Bill)	Premium payments to companies on agency bill invoices/statements.	Pay Account Current Build an Account Current Statement to equal the desired amount of payment to the company. Click Create a Check for the amount of the statement...option in the Pay Statement section of the Pay Account Current Statement form. Checks can also be generated for Account Current statements from the Financial Center. See Building Batch Statements in the Financial Centers. If an Account Current Statement exists with the status of Ready to Pay you can initiate a check to pay and close the statement.
Insurance/Brokerage Company (Direct Bill)	Checks issued to insurance/brokerage companies to refund commission over-payments, or return commissions.	Open the company in the Company Center. Click Action > New Check on the center menu bar. The Company Center Check form displays. Open the Direct Bill Commission Receivables section if you create Direct Bill Statements for this company. Open the Direct Bill Commission Income section if you post commissions directly to the commission income account without entering or reconciling direct bill items for this company. For other types of payments to companies, such as reimbursement for co-op advertising, open the Other GL Accounts section and select the appropriate expense account.
Finance Companies	Payments due to finance companies for finance company receivables. Example To refund over-payments, or return premium.	Open the finance company in the Company Center. Click Action > New Check on the center menu bar. The Company Center Check form displays with the finance company name and address defaulted. Open the Finance Accounts Receivable section and enter the Amount and Description of the invoices you are paying, into the type-in-grid, or apply the payment on account. Click Post or Post and Print.
Employee	Payments to employees for salary, expense reimbursements or draws against future commission.	Open the employee in the Employee Center. Click Action > New Check on the center menu bar. The Employee Center Check form displays. Apply the check using the appropriate sections available. See the Section Descriptions section in this topic for more details. Click PostorPost and Print.
Vendor	Payments to vendors entered in Vendor Setup for agency operating expenses.	Open the vendor in the Vendor Center. Click Action > New Check on the center menu bar. The Vendor Center Check form displays with the vendor's name and address defaulted. Apply the voucher amounts to the appropriate GL expense accounts, in the Other GL Accounts section. ClickPostorPost and Print.

Section Descriptions

General Information

One or more of the following voucher sections are available when entering/posting a check. The voucher section controls the general ledger posting of the non-bank account portion of the check.

Account Current

Pay Commission

Insured/Broker/Finance Accounts Receivable

Direct Bill Commission Receivables

Direct Bill Commission Income

Direct Bill Deposit

Administrative Salaries

Employee Draw

Employee Expenses and Reimbursements

Taxes - Employee Withholdings

Other GL Accounts

Posting and Canceling

To Post, or Cancel a check, click the File menu and make your selection.

Posting Type	Icon	What Happens
Post and New		Posts the current check and then displays a blank Bank Center Check form to facilitate entering another check. Use this option when entering a group of checks, such as for bill paying. This feature is only available from the Bank Center.
Post		Posts to the general ledger. See Reports - Checks for check printing instructions.
Post and Print		Executes the Post action, plus immediately prints the check. Make sure the proper check stock is loaded in the printer.
Cancel		Cancels the check action, and returns you to your point of origin.

Rules for Multiple User Access to Check Printing

Multiple users of AMS360 can access the Check form and post checks while other users are simultaneously printing checks. If you are currently locked out of printing checks for a specific bank, you'll receive a system message with a Retry option. You can continue to Retry printing until the lock is clear. Otherwise, you can cancel out of the form and try again later.

What's Next

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© 2015 Vertafore, Inc. and its subsidiaries. All Rights Reserved. Vertafore, the Vertafore design, AMS360, Vertafore Producer Advantage, Producer Plus, AgencyEDGE, ReferenceConnect, BenefitPoint, Engage, and WorkSmart are registered trademarks of Vertafore, Inc. or its subsidiaries. Third party marks belong to their respective holders. AMS360 Classic Help updated 5/18/2016 10:57 PM

Option/Checkbox	What is this?
Select All	Click the button to place a check mark in the Pay column for all of the account current rows in the grid.
Clear All	Click the button to remove all check marks in the Pay column for all of the account current rows in the grid.
Display All Statements	Check this box to display ready-to-pay account current statements for all companies. This feature is handy if you want to pay more than one company on a single check.
Refresh	At times it may become necessary to refresh the Account Current grid. To refresh click the icon.
Pay	Check the box to attach an account current statement to the check.

Option/Checkbox	What is this?
Select All	Click the button to place a check mark in the Pay column for all commission statement rows in the grid.
Clear All	Click the button to remove all check marks in the Pay column for all commission statement rows in the grid.
Display All Statements	Check this box to display ready to pay commission statements for all employees or all brokers. This feature is handy if you have created more than one account for an employee or broker, and want to pay one or more of these commission statements on one check.
Refresh	At times it may become necessary to refresh the Pay Commission grid. To refresh, click the icon.
Pay	Check the box to attach a commission statement to the check.

Fields	What is this?
Amount	Enter the amount of the direct bill return commission payment to the company.
Branch	Since the accounts in this business unit are income accounts, select a Branch (if turned on in your agency) for this transaction.
Department	Since the accounts in this business unit are income accounts, select a Department for this transaction.
Group	Since the accounts in this business unit are income accounts, select a Group (if turned on in your agency) for this transaction.

Fields	What is this?
GL #	Select the GL # you wish to record the check to.
Amount	Enter the Amount to post to this general ledger account. This amount is generally a debit (positive) amount but can be a credit.
Description	Enter a Description for the transaction. A default description pulls to the field but can be changed to reflect information specific to the check being issued.
Business Unit	Assign the appropriate Business Unit combination to the voucher transaction line.
1099	If this is a 1099 expense reimbursement, select the appropriate 1099 Category and Type. Questions as to whether this is a qualified 1099 expense should be directed to your agency accountant. Broker, Employee, and Vendor If the Broker, Employee, or Vendor is setup with a 1099 default, this information automatically pulls to the 1099 Category, and Type information. If necessary, this can be changed. If this is not a 1099 transaction, delete the Category and Type.
GL # Required Fields	The GL # Required Fields drop-down lists are subledger entities (customer, broker, insurance company, brokerage company, etc.). Depending upon the GL # selected, the account may require a subledger entity be chosen. If the account is subledgered, its subledger entity becomes active when the account is selected.

Pay To	General Ledger Account Number
Insurance Company	#21111 - Accounts Payable to Insurance Companies.
Brokerage Company	#21112 - Accounts Payable to Brokerage Companies.
Fee Company	#21119 - Accounts Payable to Fee Companies.

Checks

Customer Center

Customer Register Option

Pay Account Current

Insurance Company

Brokerage Company

Broker, Employee, and Vendor

What's Next