MANUAL CHECKS, Accounts Payable

This option permits the entry of A/P check information directly into the bank reconciliation file (in the event it was not posted through the manual cash disbursement posting). This option allows you to add checks to the A/P check file without affecting the general ledger.

NOTE: Your Cash Disbursement Edit list should have had a message saying "Record not added to bank file" for you to have need to use this option.

The System Audit lob (QPDZDTALOG) is produced and available in your output queue as a result of this menu option.

HOW TO ADD CHECKS TO THE CHECK FILE

NOTE: If you have more than 10 checks to add, SkilMatch recommends you group them in batches (maximum 10 checks per batch). Run a ten-key total on each batch. After a batch has been entered, display the batch accumulator totals. Compare the batch accumulator totals on the screen with your ten-key totals for verification of accuracy. If they match, click [Cancel] to continue entering additional checks. Refer to Batch Accumulators for assistance with this feature.

To begin, select the [Bank Functions] menu in the Accounts Payable library.

The screen will display:

Click [Manual Checks], the screen will display:

NOTE: If you change a date, you must change the legacy date field (MMDDYY format) and the corresponding Y2K date field (YYYYMMDD format).

Read, understand and key the information as explained to enter correctly.

Click [OK] to continue, the screen will display:

NOTE: Any check added through this option will NOT add the amounts to the general ledger.

If the screen appears in CHANGE mode (refer to upper right corner of screen), click “Functions” and then select “Entry Mode” to change to ENTRY mode.

The screen will display:

Company #:

Key the desired company number for the check you wish to add.

Cash G/L Account:

Key the desired cash account for the check you wish to add (the account the check was written from).

Check #:

Key the check number for the check you wish to add.

Check Amount:

Key the net amount of the check. Do not key a decimal, but do key zeroes to hold decimal places, if necessary. Example: $50.00 would be keyed 5000; $50.55 would be keyed 5055.

Check Date:

Key the date of the check in MMDDYY format (without punctuation). Example: April 07, 2023 would be keyed 040723.

Y2K Check Date:

Key the Y2K date of the check in YYYYMMDD format (without punctuation) that needs to be added to the A/P bank rec file. Example: April 07, 2023 would be entered 20230407.

Type:

Only A/P checks should be added to the check file through this option. Key A.

NOTE: To add a payroll check to the check file, refer to Menu Bank Functions, Item Add.

Vendor Code:

Key the six-digit vendor code to whom the check was written.

Vendor Name:

Key the vendor name associated with the code above.

Void Date:

Leave this area blank.

Y2K Void Date:

Leave this area blank.

Status (O,R,V,D)

If this check is open (has not cleared the bank, not voided, not deleted), key 0 for open.

OR

If this check has cleared the bank, key R for reconciled.

OR

If this check has been voided, key V for voided.

OR

If this check has been deleted, key D for deleted.

OR

To cancel and return to menu, click [Exit]. The check will NOT be added to the bank reconciliation file. You will be returned to the “Accounts Payable Bank Reconciliation” menu.

To continue adding this check to the check file, click [OK]. You will be presented a blank entry screen for the next check. If you have additional checks to enter, proceed using the instructions above.

Batch Accumulators:

When you have finished entering a batch (maximum of 10 checks in a batch per SkilMatch’s recommendation), check your batch totals to verify you are in balance.

Click [Exit], the screen will display:

Check the data on the screen against your own totals.

To return to data entry, click [Close].

OR

To display batch totals or to continue ending the job, click [OK].

If you click [OK] to continue exiting the menu option, the screen will display, Subtotal:

The screen will display the BATCH ACCUMULATORS screen. You may check the total of the data you entered into the system against your own 10-key totals.

To continue entering additional batches, click [Close]. At the ‘Data File Utility – End Data Entry’ screen, click [Close] again. Make sure you are still in entry mode; you may continue with the next batch. Continue with this procedure until all batches are entered. If your batches are not in balance, go back into the file in update mode and make the necessary corrections.

OR

If you are finished entering A/P checks and wish to display the total of ALL batches entered, click [OK].

The screen will display, Total:

The screen will display the TOTAL ACCUMULATORS; a total of all batches entered.

To return to the previous screen, click [Close].

OR

To return to the “Accounts Payable Bank Reconciliation” menu, click [Exit] or [OK].

The System Audit lob (QPDZDTALOG) is produced and available in your output queue as a result of this menu option.

HOW TO CHANGE CHECK DATA IN THE A/P CHECK FILE

If any of the data you entered is incorrect, you may correct it by going back into Menu Bank Functions, Item Manual Checks.

To begin, select the [Bank Functions] menu in the Accounts Payable library.

Click [Manual Checks], the screen will display:

NOTE: If you change a date, you must change the legacy date field (MMDDYY format) and the corresponding Y2K date field (YYYYMMDD format).

Read, understand and key the information as explained to enter correctly.

Click [OK] to continue, the screen will display:

NOTE: Any check added through this option will NOT add the amounts to the general ledger.

The screen will appear in CHANGE mode (refer to upper right corner of screen). To make a change to check data in the check file, stay in CHANGE mode.

Company #:

Key the desired company number for the check you wish to add.

Cash G/L Account:

Key the desired cash account for the check you wish to add (the account the check was written from).

Check #:

Key the check number for the check you wish to update.

To access the specified check in the check file, click [OK].

OR

When you are finished changing checks in the check file, click [Exit] to exit.

If you click [OK] to continue, the screen will display:

NOTE: If you do not see the check number desired, click the [PageDn] button and [PageDn] to view more. Careful not to unintentionally make any changes to checks that are in the system.

When you locate the check you want to change, move your cursor to the incorrect field, make the correction and click [OK]. You can review the documentation above (ADD a check/ENTRY mode) for questions regarding the field descriptions.

OR

To cancel and return to the “Accounts Payable Bank Reconciliation” menu, click [Exit].

If you click [OK] to continue, the screen will display:

Check the data on the screen against your own totals.

End Data Display:

To continue ending the job, click [OK], the screen will display:

The screen will display the BATCH ACCUMULATORS screen. You may check the total of the data you entered into the system against your own 10-key totals.

To return to the previous screen, click [Close].

OR

To return to the “Accounts Payable Bank Reconciliation” menu, click [Exit]. You will bypass the Total Accumulators screen and return to menu.

OR

To display the Total Accumulators screen, click [OK]. The screen will display:

The screen will display the TOTAL ACCUMULATORS screen that displays a total of all batches entered.

To return to the previous screen, click [Close].

OR

To return to the “Accounts Payable Bank Reconciliation” menu, click [Exit] or [OK].

The System Audit lob (QPDZDTALOG) is produced and available in your output queue as a result of this menu option.