G/L Manual Checks

General Ledger Menu -> Checks -> G/L Manual Checks

This program can be used to enter checks issued manually for expenses such as rent or wages that are not handled through Accounts Payable. These checks cannot be printed.
If the check needs to be printed from SRM software use G/L Computer Checks instead.

A setting in the Company Taxing Parameters controls whether processing has been activated to automatically prompt for taxes in Manual Checks.
If activated, such taxes will be included on the report available from Tax Activity Report.

The prompts to enter a manual check are:

Enter the check number using up to a maximum of 9 characters.

In Change mode, a drop-down list is provided to view any existing unposted manual checks.

Accept today's date for the check or enter a preferred date for the check.

This date is checked to ensure it is within the current Date Range for GLCH as defined in Date Range Control.

Enter the G/L Account # for BANK to be credited, or select it from the G/L Account Search window.
Multiple Bank Accounts can be used to issue various checks.

Enter the name of the person or firm to be paid.
The Payee name will be posted to the General Ledger as the Reference.

Describe what the check is paying.

This window only appears if the event management processing has been activated in the Company Rate Parameters and it has not been de-activated for the operator's division in the Additional Pop-Up Windows in the Divisional Contract Parameters.

Exit the window if this journal does not apply to an event, or enter the customer, site and location information as outlined in Location and Event Information.

Enter the full amount of the check.
The sum of details will need to match this total.

This field is only enabled if the Activate G/L Posting By Division feature is activated in Support Application Parameters.
Select the division for the Bank Account that will be credited for this check.

Division Posting in the General Ledger for Bank Account:
The Division for the Credit to the Bank Account posting is controlled as follows:

  • If the Activate G/L Posting By Division feature is activated in Support Application Parameters the Bank Account posting to the General Ledger always reflects the Division that is assigned to check header regardless of the posting divisions on the details of the check.
  • If the divisional posting feature is not activated then the Bank Account Credit always posts to the blank division even if the distribution details on the check post to different divisions.

The Tax Inclusive default value can be set in the Company Taxing Parameters and can be changed on the check as required.
This flag determines whether the tax amount is part of the transaction amount entered.

Note: Additional tax code cannot be added manually to the check if the "Calculate Tax On" Journals/Checks is on.

G/L Check Details:
When the check header information is accepted, the details can then be entered as follows:
This number is automatically assigned and displayed.

This prompt is only displayed when Job costing is being tracked at the posted G/L level, as activated in the Company Posting Parameters.
Select a Cost Code from the drop-down list as setup in Job Cost Code.

Enter the G/L Account # to be debited, or select it from theG/L Account Search window.
This is usually an expense account or a liability account.
Control Account Postings:
If a journal transaction is posted to the A/R or A/P Control Accounts, a warning is triggered and a customer or vendor account number must also be assigned in the Accounts Receivable Detail Information or Accounts Payable Detail Information window.
This is important to ensure these G/L Control accounts agree with the A/R Sub-Ledger and the A/P Sub-Ledger.

Note: Operators can be restricted from posting to a control account by role permission as defined in Security Role Permissions.

The description of the Account number selected automatically appears.

Leave this field blank for HEAD OFFICE, or type in the division, or select one from the drop-down list.

The division name is displayed.

Enter the amount to disburse for this expense.
To add other disbursements to the same check number, add another sequence entry to this check.
See the example below for two disbursements on the same check.

If the Calculate Tax On feature has been activated for G/L Journals or ALL in the Company Taxing Parameters, the tax code window is triggered after each detail is completed displaying the default Tax code associated with the GL Account as assigned in Tax Codes.
  • If the Account # entered for this transaction is not associated with any Tax Code, leave this field blank and close the window if taxes do not apply, or select the tax code required for this transaction from the drop-down list.
    This defines the tax code to associate with the journal line in the Tax Activity Report and will be noted in the G/L transactions.

    Note: This does not calculate any tax amounts and does not trigger any tax posting to the G/L.

  • A valid tax must be selected if the Account # entered for this transaction is defined as a posting G/L Account for any tax code in the Tax Codes table.

    This is a mandatory field that is used to manually link this Tax transaction with the Tax Codes that have been input for the other expense detail lines of the journal.
    When the journal detail is posting to a G/L Account that is defined as tax account in Tax Codes then the transaction itself is not written to the BAS report in Tax Activity Report as the system does not automatically calculate taxes in these functions.

To change the default Tax Code on the Journal transaction the operator must have Security Role to 'Change Tax Codes' set in the "Document Field Access" window of the Role Permissions.

As the check is disbursed to the expense accounts, this field will display the running balance (i.e. sum) of the transactions at the bottom right of the screen.
When the Disbursed Amount equals the Check Amount, the disbursement and the check are completed.

When the check is fully disbursed so that the sum of the details agrees with the Check Amount in the check header, click ACCEPT to accept this check and proceed to the next check, or CANCEL to abort the check and if it is not balanced it can be deleted after delete action confirmed.

Example of G/L Manual Check entry


     CHECK NUMBER:    121047
       CHECK DATE:    10/31/20XX
            PAYEE:    J. SMITH
     CHECK AMOUNT:    434.41

 SEQ#        ACCT#      DESCRIPTION             DIV        TRANS AMOUNT
 ----        -----      -----------             ---       -------------
 001          6310      TRAVEL EXPENSE           1               309.41
 002          4840      SHOP SUPPLIES            1               125.00

                                             DISBURSED AMOUNT:   434.41
Posting Control:
The programs for entering and posting checks are designed to be run by one operator at a time.
Locking will occur if an operator did not exit the posting program correctly.
A Posting Control Information warning will appear on the screen and only operators with Security Role permission to reset the A/P and G/L Checks flag will have access to the RESET button that unlocks the program.
Whenever the posting control flag for A/P Checks is reset, a record is written to the Delete Log for the Function APCH91A.

Fixing G/L Check Mistakes:
Note: If the check was issued from Accounts Payable, follow the instructions in Reverse Unposted A/P Checks or Reverse Posted A/P Checks to reverse it properly.

Step 1:
Unposted checks, can be re-accessed and deleted or modified as required.
To fix a posted G/L Check, a new reversing check must be created in the Manual Checks option, as follows:
  • Type in the check # with an R as a suffix to indicate that this is a reversal check.
  • Enter in the same date and same accounts as the original check.
  • Enter the amounts in as NEGATIVE to reverse the original check.

Step 2:
Post the correction using Post G/L Manual Checks.

Step 3:
Flag both the original check and the reversal check as cashed using Check Reconciliation.
The original check is now cancelled in the software.

Step 4:
If this check needs to be re-issued, re-enter the check into Manual Checks.
The original check number can be re-used.

Topic Keyword: GLCH01
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