Difference between revisions of "Express Checks"

Revision as of 22:13, 3 September 2013

Although Express Checks can be used to issue checks, most policy-related checks will be issued using Reconcile Payables.

Express Checks allows you to easily view the distributions on existing checks, and apply, unapply, or re-apply them to invoices.

Click here to order pre-printed check stock.

Express Checks is a replacement for Policy Related Checks starting from the July 2013 release.

Express Checks Interface

Select A/P -> Check Transaction -> Express Checks.

Check Information Fields

The Check Information
Bank	The Bank account from which the check is issued.
Check number	New checks will be auto-numbered. Wire checks start with a letter 'W' to indicate that they are not printed.
Date	The GL date of the check.
G/L	The General Ledger account to which the check is applied, e.g. Producer Payables.
Payable Date	Payable date range of invoices for the check.
Check Type	Regular, Regular-Don't Print, or Wire check.
Override Payee	Override the printed payee on the check.

Distribution and Apply Tabs

The Distribution and Apply tabs
View Distributions	This tab is only visible on issued checks. Displays current distributions, including "on-account": Any amount that is not applied to a specific invoice, but applies to the company or client balance.
To Apply Invoices	This tab allows you to search for, list, and select invoices to which to apply the check.
To Apply Transmittals	This tab is only visible for GL 1120. It lists open cash transmittals by company to create a single check offsetting each payment.

Check Navigation Buttons

The buttons at the top of the window
Add	Create a new check
Search	Search for checks by bank or G/L Account
Issue	Issue the current check
Void	Void the current check
Reconcile	Reconcile/Unreconcile the current check
Print	Print the current check
History	View the current check activity
Options	Print the transaction details Erase the current check Un-issue current check Verify check's data Verify all check data Autonumber check Call support for assistance with any of the above options.
Exit	Exit Express Checks

Create A Check

Although Express Checks can be used to issue checks, most policy-related checks will be issued using Reconcile Payables.

Expense or Multi-GL checks are created using Non Policy-Related Checks.

To transfer money between bank accounts, use the Bank Transfer Wizard.

Create an On-Account Check

Creating an on-account check follows the same process regardless of the general ledger code used.

Example: On-account check to GL 2110: Company Payables Sub GL AET.

Select A/P -> Check Transaction -> Express Checks.
Enter the Bank Code for the check.
Select the Date for the check.
Enter the GL by keying the code, or selecting the drop-down. (From Example, 2110)
Enter the Sub GL. (From Example, AET)
Enter a short Description.
Change the check type from Manual to Wire or Don't Print if desired.
Select Manual.
Change Apply To -> On-Account.
Select the Department Code.
Enter the Amount.
Select Ok.
To add additional distributions, repeat the steps above. When finished, select Cancel.
The check is now complete.
Select Exit.

Create a Check Paying Specific Invoices

Most policy-related checks will be issued using Reconcile Payables, however Express Checks can also pay specific invoices.

Batch Transmittals - One Company Check for Multiple Clients

Normally, on cash transmittals, the offset check to the company is created each time you enter the cash receipt.

If you are sending physical checks to the company, and have a high volume of transmittals, you can create a single check for the day’s or week's transmittals.

Select A/P -> Check Transaction -> Express Checks.
Enter the Bank Code for the check.
Enter GL 1120.
Select To Apply Transmittals.
Select the Company Code and select List. Change the date range if necessary.
Select the invoices to pay and select Apply.

View or Edit an Existing Check

View an Existing Check

If applicable, a check can be opened directly from a client's account tab, or from within the payment screens in Express Billing.

Any check can be opened directly from Express Checks, including Non Policy-Related Checks.

View an Existing Check by Check Number

Select A/P -> Check Transaction -> Express Checks.
Enter the Bank Code of the check.
Enter the Check Number. Select Tab to load the check details.

View an Existing Check by Searching

Select A/P -> Check Transaction -> Express Checks.
Select Search.
Select the correct Bank Code. Select Search to display the results.
To view the results by general ledger account instead, choose Select By -> Account. Select the GL and optionally Sub GL.
Double-Click on the desired check to load the check details.

Print a Detailed Report for an Existing Check

Load the desired check using one of the methods above.
Right-Click in the view distributions area and select Show Register.

Edit an Existing Check

Unissued checks in an open period can be modified including the total dollar amount of the check.

Checks in a closed period and issued checks can have their distributions adjusted, but the total dollar amount cannot be altered.

A check with and incorrect bank, number, date, check type, or GL cannot be edited and must be voided.

Click here to void a check.
Click here to change the check number of bank number.
Click here to void, erase, and reissue a check with the same number.
Click here to void a check in a closed GL period.

Edit the Payee On an Existing Check

Load the desired check using one of the methods above.
Select Override Payee if deselected. The option is not available if the check has been marked issued.
Enter the payee details or select the Search Icon
Select the Lookup Type, then select the correct sub-type.
Select Ok
Select Accept
Select Exit

Edit the Distributions on an Existing Check

Click here to watch a video showing the full process of unapplying and reapplying invoice distributions on a check.

Un-Reconcile a Check or Range of Checks

Load the desired check using one of the methods above.
Select Reconcile.
Select Single Check or Check Range under Reconcile Type.
Date range is not recommended because it will change the reconcile status on all checks in all banks for the date range selected.
Select Un-Reconcile and select Ok.
Select Exit.

Void A Check

Both policy related and non-policy related checks can be voided from within Express Checks. When a check is voided, all distributions are automatically removed from the system. For example, if the check was paying a list of company payable invoices, once the check has been voided, each invoice will regain a payable balance.

Select A/P -> Check Transaction -> Express Checks.
Enter the Bank Code of the check.
Enter the Check Number. Select Tab to load the check details.
Select Void then Yes to confirm.
Select Exit.

Void and Reissue A Check with a new Number or Bank

A check an be automatically numbered to a different number, or a different bank code.

The process will void the old check number, and create a duplicate of the original check to the new bank and check number. The check type will be retained from the original check of either regular / wire.

Select A/P -> Check Transaction -> Express Checks.
Enter the Bank Code of the check.
Enter the Check Number. Select Tab to load the check details.
Select Options -> Autonumber Check.
Enter the new Bank Code if desired, and the new Check Number. To automatically number the new check, leave the default of AUTO.
Select Ok.

Void, Erase, and Reissue a Check With the Same Number

Checks posted to an incorrect GL cannot be edited. Instead, the check can be voided, erased, and reissued with the same number.

Select A/P -> Check Transaction -> Express Checks.
Enter the Bank Code of the check.
Enter the Check Number. Select Tab to load the check details.
Select Void then Yes to confirm.
Select Options -> Erase the Current Check. Select Yes to confirm.
Select Exit.

You can now create a check with the same check number.

Void A Check in a Closed GL Period

If the general ledger period is closed, additional steps are required to show the check as void, without changing the prior general Ledger balances. The steps below will void the check and replace it with journal entries. After voiding the check you can issue a replacement check in the current period.

Example: Check #3500 in the amount of $500, for Bank 101 was entered December 01, 2010 to Client 189. 
The Client has misplaced the check, so you will need to issue a replacement check for the current period.

Open General Ledger For Original Check Date

From the main Agency Systems screen select G/L -> Open/Close Month.
Enter the Check Date in the Date field.
Select Open Month twice to open the month and days.
Exit the Open/Close Month screen.

Void The Check Transaction

For additional details see void a check.

Select A/P -> Check Transaction -> Express Checks.
Enter the Bank Code of the check.
Enter the Check Number. Select Tab to load the check details.
Select Void then Yes to confirm.
Select Exit to close.

Create a Set of Journal Entries In Prior Period

Select G/L -> Journal Transaction.
Enter the Date of the Voided Check. (From example, 12-1-2010)
Enter G/L Number 1100.
For Sub G/L Code, enter the Bank Code. (From example, 101)
Enter the Department code.
Enter the voided check # in the Description field.
In the Amount field, enter the amount of the check as a negative (-). (From example, -$500.00)
Select Accept then Add.
For the next Journal Entry, enter the same date as the previous Journal. (From example, 12-1-2010)
Enter G/L Number. (From Example, 1120)
Enter Sub G/L Code. (From Example, 189)
Enter in the Department code.
Enter the voided check # for the Description.
Enter the check Amount as a positive amount. (From Example, $500.00)
Select Accept then Exit to close the Journal Transaction screen.

Close the Month for Voided Check

Select G/L -> Open/Close Month.
Enter the Check date in the Date field.
Select Close Month twice. Select Yes to confirm closing all days.
Select Exit.

Create a Set of Journals in Current Period

Select G/L -> Journal Transaction.
The Date is the current date.
Enter the G/L Number 1100.
Enter the Sub G/L Code. (From Example, 101)
Enter the Department Code.
Enter the voided check # for the Description.
The Amount is the amount of the original check as a positive. (From Example, $500.00)
Select Accept then Add.
Enter the G/L Number. (From Example, 1120)
Enter the Sub G/L Code. (From Example, 139)
Enter the Department Code.
Enter the voided check # for the Description.
In the Amount field, enter the amount of the check as a negative (-). (From Example, -$500.00)
Select Accept then Exit to close the Journal Transaction screen.

You can now recreate a new check transaction as normal.

@@ Line 137: / Line 137: @@
 If applicable, a check can be opened directly from a client's account tab, or from within the payment screens in [[Express Billing]].
-Any check can be opened directly from Express Checks.
+Any check can be opened directly from Express Checks, including [[Non Policy-Related Checks (Expense / Multi-GL)|Non Policy-Related Checks]].
 ==== View an Existing Check by Check Number ====
 #Select '''A/P -> Check Transaction -> Express Checks'''.