This chapter contains the following topics:
Use the Load checkbook selection to make checkbook entries. When using this selection, the information does not affect your general ledger. To enter Normal activity, which affects the G/L, use the Checkbook entries selection. Refer to the Checkbook Entries chapter if you need additional information about G/L.
Select
Load checkbook from the Utility menu.
After selecting Load checkbook, the following screen displays:
From this screen you can work with both new and existing checkbook entries.
Enter the information as follows:
1. Checking acct
This information differs, depending on whether this is a new or existing entry.
Options
If this is a new entry
Enter the number of the checking account, or use one of the following options:
|
<F1> |
For the next entry for this checking account |
|
<SF1> |
For the checking account previously entered, if any |
|
<F2> |
For the next checking account |
|
<SF2> |
For the checking account previously entered, if any |
|
Example |
Press <Enter> Type 1000 Type <Enter> for 000 |
Options
If this is an existing entry
Enter the checking account, date, type, and document number of the entry you want, or use one of the following options to access the specific checkbook entry:
|
<F1> |
For the next entry |
|
<F2> |
For the next checking account |
If the existing entry was transferred from Accounts Payable, Payroll, or Accounts Receivable, A/P, PR, or A/R displays for SOURCE.
If the entry was made directly in Checkbook entries, Direct Entry displays for SOURCE.
If Check Reconciliation is being used alone (with no other modules), SOURCE does not appear.
2. Date
Options
Enter the date for the entry or use one of the following options:
|
<F1> |
For all entries (in date order) for the specific checking account entered above in field 1 |
|
<Enter> |
For the default to the last date entered, or, for the first entry, to the current date |
|
Format |
MMDDYY |
|
Example |
Type 031599 |
3. Type
Options
Enter the type of entry as follows:
|
B |
Balance forward |
|
D |
Deposit |
|
B |
Check |
|
A |
Adjustment |
|
H |
ACH payment |
If the previous entry made was a check, you can press <Enter> to default to type C (Check).
You can also use the option:
|
<F1> |
For all entries for the specific checking account and date entered. (This may be used to easily locate a particular entry made on a specific date.) |
|
Note |
You can make a balance forward entry only when you are in start-up mode |
|
Format |
One character |
|
Example |
Type B for Balance forward |
4. Document #
For all types except balance forward
Options
Enter the document number or use the option:
|
<F1> |
For all documents for the specific checking account, date, and type entered above |
You can press <F2> to use the last document number plus 1. The incrementing of document number works as follows:
For checks, deposits, and adjustments entered this run, the last document number is stored for each type.
For subsequent entries, the default number is the last document number for that type plus 1.
For balance forward type
Either an existing entry for the checking account and date is displayed (since only one such entry per date is allowed per account), or, if there is no existing entry, the document number field is skipped, as there may be only one balance forward entry for a checking account on a particular date.
|
Format |
999999 |
|
Example |
This field is skipped |
5. Amount book balance:
The checkbook balance displays on the right.
Options
Enter the amount or use the following option:
|
<F1> |
For all documents for the specific checking account, date, type, and document number entered. (<F1> is not available for balance forward documents.) |
For a balance forward entry
Enter the current account balance.
For a check and ACH payment
If the entry is a check or ACH payment, enter a positive amount. The checkbook balance will be decreased by this amount.
For a void check
Entering zero for the check amount causes a void check status to be assigned to the entry. Field 6, Payee, is set to Void check and field 7, Status, is set to Void. Fields 6, 7, and 8 are skipped and you are positioned at Field number to change ?.
If you enter a non-zero amount, you can mark the check as void in field 7, after entering payee information in field 6.
If you are interfaced to the Passport Business Solutions Accounts Payable module, checks voided in A/P before they have been transferred to C/R require no further action in C/R. However, if the check has already been transferred to C/R, it must be voided here as well as in A/P.
For an adjustment
If an adjustment increases the checkbook balance (for example, Interest Received), enter a positive amount. If the adjustment reduces the balance (for example, Check Charges), enter a negative amount.
After you enter the amount, the checkbook balance is adjusted and re-displayed on the right.
|
Format |
9,999,999,999.99- |
|
Example |
Type 9051.91 |
6. Payee Name or Comment
For a check
Enter a payee number, then a name.
|
Format |
Six characters for payee number 25 characters for payee name 25 characters for comment |
For a void check
The payee number is set to blank.
The payee name is set to Void check.
For a balance forward, deposit or adjustment entry
Enter a comment appropriate to the entry. You can press <Enter> to leave the comment field blank.
|
Example |
Type 3/15 statement balance in the Comment field. |
7. Status
Options
Enter the status as follows:
|
(Blank) or N |
Not cleared yet |
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C |
Cleared (You can enter a status of C only in start-up mode.) |
|
V |
Void |
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S |
Stop-payment (You can enter a status of S for a check only.) Stop-payments will print on the Reconciliation report even if they have a reconciliation date. If you do not want it to print on the Reconciliation report enter it as a Void.
|
If the entry is a balance forward, a status of C is automatically displayed and cannot be changed.
For a void check
The status is set to Void and cannot be changed as long as field 5, Amount, is zero. If you want to reverse a void on a check, you must reset field 5 to a non-zero amount, then return here to change its status.
|
Format |
One character |
|
Example |
Cleared displayed automatically |
8. Clear date
For a balance forward entry, the clear date is automatically set to the date of the entry and cannot be changed. (Balance forward entries are always considered cleared.)
For other types of entries, this field is automatically skipped unless you entered a status of C (cleared) above, and you are in start-up mode.
|
Format |
MMDDYY |
|
Example |
This field defaults to the date of the entry. |
Field number to change ?
Make any needed changes, or press <Enter> to accept your entries and to return to the menu.
|
Note |
Enter a positive amount for the check or ACH payment entry (refer to For a check in field 5 above). |