Handwritten Checks for AP Vendors

Occasionally, some vendors may need to be paid prior to the regular check run for invoices that are recorded in Accounts Payable. When this occurs, the following steps should be taken to record the Handwritten check and mark the invoices that were paid.

Select Web Client > System Menu > Accounts Payable > Handwritten Checks

1.Bank Code: Enter the three-digit Bank Code that was set up in the Accounts Payable Control Options for the bank account used when writing the check.

2.Check #: Enter the Check Number. Leading zeros do not have to be added.

3.Check Date: Enter the Check Date. This will be the date used to affect General Ledger.

4.Vendor: Enter the Vendor Number that the check was written for. Entering a valid Vendor Number will populate the Vendor Name in the Payee field.

5.GL #: This field will pull the AP Control Account number.

6.Amount: Enter the Check Amount.

NOTE: If the vendor has Additional Withholdings setup in the Vendor Master, the Additional Withholdings option will become enabled at the top of the screen. Select this option to view the withholdings amount that was set up in the Vendor Master. The amount may be changed if needed. If the amount is changed, select the Save icon to save changes.

7.Discount: Enter the Cash Discount amount taken, if applicable.

8.ST 1099 WH: Enter the State 1099 Withholding amount taken, if applicable.

9.FED 1099 WH: Enter the Federal 1099 Withholding amount taken, if applicable.

10. Select Update.

11. Select Post to GL to print the Transaction Edit List and move the checks to permanent files.

12. Once the check(s) have been moved to permanent files, select Existing Invoices from the AP Main Menu.

13. Enter the Vendor Number of the vendor that received the check, and the Invoice Number for each invoice that was paid.

14. Enter a P in the Pay Code field. Enter the Check Number, Check Date and Bank Code. This is done because the Handwritten Check system does not know which specific invoices were paid by the check. This will prevent the system from showing this same invoice as outstanding or showing any adjustments on the Vendor Account Detail Screen.

15. The system will prompt “Change Pay Code?”. Select Yes for the system to accept the change.

16. Select Update.