Recurring Checks

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

Recurring Checks

The Recurring Checks feature lets you enter a check once and then have the system automatically create an identical check at regular intervals. This feature is ideal for payroll, mortgage and insurance payments and other transactions that have the same payee and purpose every time.

The Recurring Check templates are created and maintained within a bank account in the Bank Center. The recurring checks are then generated as part of Daily Process at intervals established in the setup. To setup a new recurring check template, do the following:

Open the Bank Center.
Find and open the desired bank account.
Click Actions > New Recurring Check. The Recurring Check form opens.

Recurring Check Form

Complete the following fields to create a new recurring check template:

Section

What is this?

Recurring Check

Group/Field	What is this?
Account Type	Select the individual or company type corresponding to the payee of the check to be created. When this selection is made, the Name field appears.
Name	Select the Name of the payee. This list contains only those entities associated with the Account Type selected above. If the payee is an insured, use the Search feature to select the appropriate customer. If the account type is Other, type in the payee name.
Post Immediately	If the Post Immediately checkbox is checked, the recurring check transaction intervals that are not current, will be created and posted to the general ledger when Daily Process is run for a date that includes that interval. Selecting this option gives you no opportunity to review and approve the elements of the check, such as the payee or check amount. If the Post Immediately checkbox is left unchecked the recurring check transaction intervals will be created and saved when Daily Process is run for a date that includes that interval. These checks are saved in the appropriate center, and must be reviewed and approved before they post to the general ledger. This method allows you to review the check, edit the information, including the check amount, and approve it before posting.

Interval Recurrence

Group

What is this?

Frequency

Select the appropriate frequency for the check; Daily, Weekly, Monthly or Annually. Based on the frequency selected the interval options change.

Option	Options/Fields
Daily	Every __ day(s). - "Every 10 days". Every weekday. - "Monday thru Friday".
Weekly	Recur every __ week(s) on: Enter the number of weeks interval, and check the day of the week. For example, "Every 2 weeks on Wednesday".
Monthly	Day __ of every __ month(s). - "Fifth day of every 1 month". The ____ ____ of every ____ month(s). - "The Fourth Thursday of every 1 month".
Annually	Every ______ ___. Enter the month and day - "Every April 15th". The ___ _____ of __________. - "The first Tuesday of January".

Range of interval

Option/Field

Fields/Options

Start

Enter the desired start date. This date cannot be earlier than the current system date.

If you select a start date equal to the current date you receive a reminder message:

AMS 360 - message

The first interval date is today's date. Recurring items will not be created until Daily Process is run.

Run Daily Process to create the first interval check for the current date.

End After __ occurrences

Enter the number of desired occurrences. Use this option if the check amount changes at specific intervals.

Example The lease payment on your office location is adjusted annually based on the Consumer Price Index (CPI). Set the recurring check to expire after 12 occurrences. This allows you to create a new recurring check entry when the new lease amount is known.

End by

Enter the desired date you want to end the occurrences by.

Example Enter the last payment due date for an installment loan.

Create Recurring Check

To create the check detail, click the Create Recurring Check link. This takes you to the Recurring Check data entry form.

Create Recurring Check

General Information

Voucher Sections

The voucher types available on a recurring check are different than those available for a regular check. The Other GL Accounts section is available for all Account Types.

The Employee Account Type includes additional voucher sections:

Administrative Salaries
Employee Draw
Employee Expenses and Reimbursements
Taxes Employee Withholdings

Other GL Accounts

The Other GL Accounts section is available to distribute monies to general ledger accounts other than those available through more specific check sections (Administrative Salaries, Employee Draw).

Fields

What is this?

GL #

Select the appropriate GL #.

Amount

Enter the desired voucher Amount for the selected GL #.

Description

Enter a description of the voucher entry.

Business Unit

Group/Field

What is this?

Division

The GL Division defaults from the division assigned to the bank account the check is being drawn on, and cannot be changed.

Department

Choose the appropriate GL Department for your transaction.

The list includes all Active departments assigned to the division.
The GL Department is available and required only if the GL # selected, is greater than 40000. The accounts in this category are income & expense accounts. Otherwise, this field is disabled.

1099

If this check should be reflected in 1099 reporting, select the appropriate 1099 Category and Type.

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, remove the defaulted data by clicking the field and pressing the Delete key on your keyboard.

Questions concerning 1099 issues should be directed to your agency accountant.

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 is enabled.

Administrative Salaries

Use Administrative Salaries to enter the total gross salaries by salary type. The defaulted accounts are:

61100 - Executive Salaries
61200 - Office Salaries
61300 - Other Salaries
62000 - Accounting & Legal.

The system defaults any general ledger accounts numbered between 61000 and 62000 into this grid. If you need additional accounts to default for data entry, be sure they fall within this number range.

Fields

What is this?

GL #

Select the appropriate GL #.

Amount

Enter the desired voucher Amount for the selected GL #.

Description

Enter a description of the voucher entry.

Business Unit

Group/Field

What is this?

Division

The GL Division defaults from the division assigned to the bank account the check is being drawn on, and cannot be changed.

Department

Choose the appropriate GL Department for your transaction.

The list includes all Active departments assigned to the division.
The GL Department is available and required for GL #'s between 61000 and 62000. The accounts in this range are expense accounts.

1099

If this check should be reflected in 1099 reporting, select the appropriate 1099 Category and Type.

If the Employee 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, remove the defaulted data by clicking the field and pressing the Delete key on your keyboard.

Questions concerning 1099 issues should be directed to your agency accountant.

Taxes Employee Withholdings

Use this check voucher section to record taxes withheld from employee salaries.

The system defaults any general ledger accounts numbered between 21210 and 21220 into this grid. If you need additional tax accounts to default for data entry, be sure they fall within this number range.

Fields	What is this?
Amount	Enter the desired voucher Amount for the selected GL #.
Description	Enter a description of the voucher entry.
1099	If this check should be reflected in 1099 reporting, select the appropriate 1099 Category and Type. If the Employee 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, remove the defaulted data by clicking the field and pressing the Delete key on your keyboard. Questions concerning 1099 issues should be directed to your agency accountant.

Employee Draw

Use this section to pay employee draws against future salaries or commissions (normally a debit), or to deduct the draw from the salary or commission check to repay the agency (normally a credit).

Entries to this section post to general ledger #21139 and are subledgered in the general ledger by commissioned person.

Fields	What is this?
Amount	Enter the desired voucher Amount for the selected GL #.
Description	Enter a description of the voucher entry.
1099	If this check should be reflected in 1099 reporting, select the appropriate 1099 Category and Type. If the Employee 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, remove the defaulted data by clicking the field and pressing the Delete key on your keyboard. Questions concerning 1099 issues should be directed to your agency accountant.

Employee Expenses and Reimbursements

Use the Employee Expenses and Reimbursements section to record an amount involving an expense or reimbursement transaction for an employee. Examples include travel allowances or life & health insurance co-pay deductions.

The general ledger account is #21160. This account is subledgered by employee.

Fields	What is this?
Amount	Enter the desired voucher Amount for the selected GL #.
Description	Enter a description of the voucher entry.
1099	If this check should be reflected in 1099 reporting, select the appropriate 1099 Category and Type. If the Employee 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, remove the defaulted data by clicking the field and pressing the Delete key on your keyboard. Questions concerning 1099 issues should be directed to your agency accountant.

Saving or Canceling a Recurring Check

To modify a recurring check template, do the following:

In the Bank Center, open the bank account containing the recurring check to be changed.
Click the Recurring Checks tab.
Click the link in the Date column to open the desired recurring check form.

You may need to modify your View Options if you can't find the desired check.

Modify the template per the rules described in the table below.
Click Save & Closeto save your changes and exit the form.

Group/Field

Available Changes

Frequency

You cannot change the Frequency type (monthly to weekly, etc). If this type of change is required, delete the existing template and then create a new template with the correct frequency. For more information, see Deleting a Recurring Check in this topic.

You can, however, change the settings within a given Frequency. For example, if a payment due date is changed and the frequency is monthly, you can change the day of the month that the recurring item is created.

Range of Interval

Field/Options	What is this?
Start Date	The Start Date is available to change if the first interval has not yet been generated by daily process.
End after ___ occurrences	You can edit the number of occurrences or the End By date. The End by date must be set to the current date or greater.
End by

Example If a note is paid off, reduce the number of occurrences or change the End by date to equal the final payment date.

View Check

Click the View Check link to view the check details. No changes can be made. When finished viewing, click Cancel to return to the template.

To delete a recurring check template, do the following:

In the Bank Center, open the bank account containing the recurring check to be deleted.
Click the Recurring Checks tab.
Click the link in the Date column to open the desired recurring check form.
Click the File menu and choose Delete.

Running Daily Process for a date that includes an interval of an existing recurring check template, generates the recurring check. Once the check is generated, you are given the opportunity to review/change the check data prior to posting.

Example This is especially important with note payments where the final payment amount may differ from previous entries. You can also use the review process for expenses that recur each month, to change the amounts before the check is posted and printed.

If Post Immediately was checked when the recurring check template was created and saved, Daily Process generates and posts the recurring check to the general ledger immediately, with no review process.

To review recurring checks created by Daily Process:

Open the Bank Center and click the Register tab.
Recurring checks needing review are unposted. If the GL Date column is sorted in descending order (default) then these journal entries sort to the top of the list. You can also identify them by the RECR in the Type column.
Click the RECR link to open the check. Review the data on the check form. At this point, proceed with posting and printing as with any other check. Review the Checks and Report - Checks topics for posting and printing information.

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Posting Type	Icon	What Happens
Save		Saves all entries and the form remains open.
Save & Close		Saves all entries and closes the form.
Cancel		Cancels the recurring check action, and returns you to your point of origin.