G/L Computer Checks

This program can also be used to enter checks issued for expenses such as rent or wages that are not handled through Accounts Payable. It provides the ability to print out the check on pre-printed check forms.
It uses the same check forms as the Accounts Payable programs.

For information on ordering checks, refer to Pre-Printed Forms for computer checks from NEBS.

Note: If the invoice to pay has been entered into Accounts Payable, do NOT enter the payment for this invoice here. Instead, use Select Invoices - Manual Checks.

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

The prompts to generate G/L computer checks are:

Check Information:

TRANSACTION #

The software automatically assigns the next available transaction number.

In Change mode if the check has already been entered into the software but not printed successfully, it can be selected from the drop-down list.

CHECK DATE

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

If date checking is active for the operator, this date is checked to ensure it is within the current Date Range for GLQH, as defined in Date Range Control.

BANK ACCOUNT

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

DIVISION

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.

EVENT WINDOW

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.

Payee Information:

PAYEE

Enter the name of the person or firm to be paid as it should be printed on the check.
The Payee name will print on the posting journal and will be post to the General Ledger as the Reference.

ADDRESS

Use up to four lines to fill in the address of the Payee.
How it appears on the screen is how it prints on the check stub. A line can be left blank to skip a line.

Details:

DETAILS

Describe what the check is paying using up to 10 lines.
This information prints in the middle section of the detachable check stub just as it is entered on the screen.

The first line of the details also prints on the posting journal.

Finished?

Click ACCEPT when the check header is complete to proceed to the disbursements details, or CANCEL to abort.

Disbursements Details:
Note: In Change mode the details of an existing check, can only be re-accessed if the check as not been printed and accepted.

SEQ #

This number is automatically assigned and displayed.

COST CODE

This prompt is only enabled 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.

ACCOUNT #

Enter the G/L Account # to be debited, or select it from the G/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.

DESCRIPTION

The description of the Account number selected automatically appears.

DIVISION

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

AMOUNT

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.

TAX CODE

If the feature to automatically calculate taxes has been activated in the Company Taxing Parameters, the tax code window will appear.

Leave this optional 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.

The tax amount is not calculated or posted from G/L checks.
These taxes will be included on the report available in Tax Activity Report and will be noted in the G/L transactions.

TAX RECORD CODE

If the G/L Account on the transaction is assigned to a tax in the Tax Codes table, the operator will be prompted for a tax record code. This is a mandatory field.
The Tax record code is used to manually link the line with the Tax codes that have been input on the other detail lines. These taxes will NOT be included on the report available in Tax Activity Report as the system does not automatically calculate taxes in these functions.

Select the mandatory tax code from the drop-down list and click OK to exit the window.

CHECK TOTAL

This is automatically updated as disbursements are added to the check details.

Finished?

When all the records have been entered for payment distribution, click ACCEPT to accept this check and proceed to the next check.

Print and Post:
Checks can be printed from Print G/L Computer Checks and posted from Post G/L Computer Checks.

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.