This screen allows you to:
Post manual check entries.
Before you begin:
Choose the Create Check Entries option from the General Ledger Menu.
All check entries posted to this system are double-sided entries.
The reference number is automatically set to the entered check number. This item cannot be changed.
An entry in the check register will be automatically made for each check entry posted.
The General Ledger section of the Concepts chapter is a good reference for an overview of how the general ledger works.
If you are unfamiliar with double-sided entry accounting it is advised that you seek assistance from your accountant on the setting up and usage of your general ledger.
Prompt descriptions...
Enter GL cash account to credit, [Select] from list or [Exit]:
The credit side of all entries made will be posted to the account specified in this prompt. A credit to a cash account reduces the cash account balance. To change checking accounts, meaning post the credit to a different account, exit this screen, select this option again and enter the general ledger account for the checking account you wish to work with. This method allows you to maintain separate checking accounts. Each checking account that you use must have a separate general ledger account. This will allow you to print a separate check register and trial balance for each checking account used. You may have as many checking accounts as needed.
Enter the general ledger cash account for the checks that are being entered. The account must exist in the Chart of Accounts file.
Click [Select] to select from a list of general ledger accounts.
Click [Exit] to exit this screen and return to the General Ledger Menu.
Enter check number:
Enter the check number for the check you are posting. Do not use any leading zeros when entering the check number. The system will verify that the number entered does not already exist in the check register for the credit account you specified in the first prompt.
Enter date [Current]:
Enter the date for the check entry you are creating. Click on [Current] or press <ENTER> to default to the current system date.
Click [Cancel] to exit this entry and return to the first prompt.
Enter amount:
Enter the amount of the check. This is the total amount of the check.
Enter GL account number to DEBIT or click [Select] to select from list.
Enter the general ledger account number that you want to debit. The account number must have been created using the Chart of Accounts file entry screen on the Files Menu.
If you are unsure of the account number, you may click [Select] to display a list of all general ledger accounts. Use your movement keys to select the desired account or double click an account with your mouse. The system will display the account number and description.
Click [Distribution] to list any previous disbursements created. This is only used as a reference so you can view any previous accounts and amounts entered for the transaction you are currently working with. The system will return to this prompt.
Enter amount to disburse or <Enter> to disburse balance:
The system will display above this prompt the amount remaining for the debit side of this entry.
To disburse the entire amount shown, press <ENTER> or enter the entire amount shown. The system will then proceed to the next prompt.
To create a multiple debit disbursement, (meaning you want to debit more than one account) enter the amount to disburse to the prior account entered. The system will then prompt you for the next account number to debit and then repeat this prompt with the remaining dollar amount shown. You may disburse to as many accounts as needed.
Enter pay to the order of:
Enter the name of the company or individual the check was paid to. A maximum of 30 characters is allowed and information is required.
Enter address line one:
Enter the first address line of the company or individual the check was paid to. You may wish to record this information, but it is not required that an entry be made. A maximum of 30 characters is available.
Enter address line two:
Enter the second address line of the company or individual the check was paid to. You may wish to record this information, but it is not required that an entry be made. A maximum of 30 characters is available.
Enter address line three:
Enter the third address line of the company or individual the check was paid to. You may wish to record this information, but it is not required that an entry be made. A maximum of 30 characters is available.
Enter description or <Enter>:
Enter a description for this entry. A maximum of 15 characters is allowed. Information is not required.
Enter reservation number or <Enter>:
If this entry relates to a reservation number, enter the reservation number for this transaction. The system does not verify that this is a valid reservation number. A maximum of 6 characters is allowed. Information is not required.
Enter unit number or <Enter>:
If this entry relates to a unit number, you may want to enter the unit number for this transaction. The system does not verify that this is a valid unit number. A maximum of 6 characters is allowed. Information is not required.
[OK], [Cancel] or [Delete]:
Click on the field next to the item you wish to change and you will be asked that item’s prompt. The system will ask this prompt again.
If you modify the account numbers, you must reenter the entire distribution.
Click [Cancel] to abandon this transaction. A new transaction will not be created if this option is selected. The system will return to the first prompt.
Click [OK] to update this transaction and place it into the general ledger file. This is the correct response to place a new entry into the file. The system will create the transactions needed and return to the first prompt.
You may Click [Distribution] to list the distributions posted. This is only used as a reference so you can view any previous accounts and amounts entered for the transaction you are currently working with. This would allow you to check that the entries were made properly. The system will return to this prompt.