This screen allows you to:
Search for existing pending check entries, modify pending check entries and create new pending check entries.
Before you begin:
Choose the Maintain Pending Payables option from the Payables Menu on the Accounting Menu from the top tool bar. Or choose Accounting from the sidebar and then choose Maintain Pending Payables from the Navigation menu
Various activities can automatically create a pending check entry. For example, when a reservation that has paid money is canceled, an entry to refund the money paid is automatically placed into the check system. An automatic entry can be made in a number of ways. When a reservation is canceled an entry is made for the amount paid (this entry is used to process the refund and/or forfeiture of the paid amount). When a reservation is finalized, via the Finalize Statements and Print Checks option on the Owner Reports Menu, an entry is made for the security deposit amount (to refund and/or keep the security deposit). When a work order is entered using the Enter Work Order option on the Accounting Menu an entry is made for the work order amount (this entry would pay the vendor). When the Post Work Orders to Owner Accounts on the Maintenance Menu is used, an entry is made for the work order amount (to pay the vendor). When an owner debit is posted using the Owner Debit option on the Accounting Menu, an entry can be made for the debit amount (often used to collect a fee from the owner that must be repaid to a vendor). When a check is voided using the Void Check option on the Payables Menu an entry is made reinstating the check for the check amount (so the check can be processed again). Owner checks and travel agent checks printed as a part of the finalize owner statement process are placed into the check system as an archived check (already processed). The Payables Information option on the Control file has many options that control the making of automatic entries.
It is not required that a pending payables entry actually produce a check. While most entries will produce a check, other distribution methods that can be used are general ledger entries, credit card credits and the re-application of money to another reservation. Any entry, manual or automatic, may produce a combination of these four distribution methods.
It is not required that an automatically created pending check entry be "looked at" (viewed, modified or updated) using this screen. To be printed/processed a pending check entry must only have a print status of "Ready to Print", which can be automatic, and be selected for processing. Normally, although not required, all entries are reviewed either individually or as a group prior to processing.
This screen can be used to view the distribution of individual pending check entries. The Preliminary Payables Report option on the Accounts Payable Reports Menu off the Payables Menu is used to print the distributions of a selected group of pending check entries.
All pending payables entries are printed/processed via the Process Payable Entries option on the Payables Menu. Multiple options are available for selecting which pending check entries are to be processed.
Payables may also be manually entered. The create new option on this screen is used to create a new pending check or payable entry. The new entry created would have to be processed in order to create a check or payable. This option is not used to enter a manual check that has been written. The General Ledger Menu, Create Check Entries is used to enter existing manual checks.
Prompt descriptions...
[Modify] existing entry, [Create] new, [Template] or [Exit]:
Click [Modify] to modify an existing check. This option would be used to retrieve an existing pending check entry in order to view the entry, change the entry or delete the entry. The following prompt will be asked.
Click [Create] to create a new pending check entry. The system will skip to the "Create new entry? [Yes] or [No]
Click [Exit] to exit this screen and return to the Payables Menu.
Choose search field: [Done] [Catgry] [Source] [Unit#] [Resv#] [Status] [Key#] [New] [Vendor] or [Invoice]:
This is a select prompt that is used to find pending check entries. You must choose a minimum of one search field. You may combine many of the search options. Once an entry is selected from the list displayed of found pending check entries, the system will allow modifications. Entries may be retrieved using the following options:
[Done] tells the system to attempt to find pending payable entries that match the criteria you have specified. This option must be the last option chosen. If matching entries are found, they will be displayed in a List Display. If you select an entry, the system will display the entry and skip to the modification prompt below. If no entry is selected or no matching entries are found, the system will return to the first prompt for this screen.
[Catgry] is used to select pending payable entries with a particular category. Check categories are defined in the control file. Each check or payable, whether automatic or manual, is assigned a category. You will be prompted to enter a category code or select from a list of categories. An example of a category is SDR for security deposit refunds. In this case SDR is the same as the source code for security deposit refunds.
[Source] is used to select pending check entries with a particular source. The source denotes where the pending payable originated. Only six predefined and unchangeable sources exist. The proper source is automatically assigned when pending check entries are created. The source ‘Canc Resv Refnd’ is assigned to pending check entries created due to the cancellation of a reservation that has paid money. ‘Sec Dep Refund’ is assigned to pending check entries created when a security deposit is due to be refunded. ‘Finalize’ is used for owner and travel agent checks that were processed/printed when owner statements were finalized (these entries are automatically placed in the archive check file because they have been processed). ‘User Keyed’ is for all manual pending check entries created using this screen. ‘User Key Reapply’ is assigned when a manual entry is made to "take" money from one reservation and apply the money to a different current reservation. ‘Auto Work Order’ is reserved for pending check entries created due to the posting of maintenance work orders either via the Accounting Menu or the Maintenance Menu. You will be prompted to enter a source code or select from a list of sources. The source codes are: CRR for canceled reservation refund, SDR for security deposit refund, FS for finalize statement entries (which would only be in the archive file), USR for user keyed manual entries, UKR for user keyed manual reapply to reservation entries and WO for work order entries.
[Unit#] allows you to select pending check entries that are for a specified unit. You will be prompted to enter the unit number or address.
[Resv#] allows you to select pending check entries that are for a specified reservation. You will be prompted for the reservation to retrieve. Select options are available that allow you to retrieve from the current, canceled or archived reservation file.
[Status] allows you to select check entries that have a particular print status. The print status for all checks is either ‘Ready to Print’ or ‘On Hold’. You will be prompted for the print status.
[Key#] allows you to retrieve a specific pending check entry via a record key. A unique record key is automatically assigned to all pending check entries when the entry is created; therefore, this option is the most explicit method of retrieval. The record key is printed on the Preliminary Ready Report, which is printed by the Print Ready Report option on the Payables Menu. Often the record key retrieval option is used when an entry on the Preliminary Ready Report needs to be changed. You will be prompted for the record key to retrieve. If a valid record key is entered, the pending check entry will be displayed and the system will skip to the modification prompt below.
[New] allows you to view any check entries that have been automatically created by the system and have not yet been retrieved and updated. As automatic entries are created by the system they are added to the ‘New’ list. Once an entry has been retrieved, using any retrieval method, and the update option on the modification prompt is used, the entry is removed from the ‘New’ list. If the quit option is used, the entry will remain in the ‘New’ list. An entry will also be removed from the ‘New’ list if the entry is processed/printed. This process allows you to easily review all automatic entries without having the particular knowledge that the entries were created. This option is a common method of retrieval. There is no additional prompt after this option is selected (you would choose ‘Done’ to continue).
[Create]
Create new record? [Yes] or [No]:
This prompt is only asked [Create] button is selected.
Click [Yes] to create a new pending check entry. The following prompts will be asked.
Click [No] to not create a new pending check entry. The system will return to the first prompt for this screen.
Payable Account: [Select]- Vendor ; [GL Acct]-Enter GL account to debit, [Mult DB] – Multiple Debit or [Exit]:
The Vendor select option is usually used if a liability account is to be debited, although any type of account can be debited by using a vendor. When a vendor is used, the system will post the debit to the general ledger account that is assigned to the vendor. Vendors are created and maintained by using the Vendor File option on the Files Menu. Often a "vendor" is created for the sole purpose of making the entry of expenses easier. When the vendor option is selected, the system will prompt for the entry of a vendor key or name. When a vendor is entered, many items on this screen will be automatically filled in with information from the vendor file. The automatic entry of this information along with the automatic use of the vendor’s general ledger account is good reason to use the vendor method for this prompt.
Enter the general ledger account to debit when this check is processed. Typically an expense account or a liability account would be entered. Remember, a debit to an expense account will increase the expense. By entering an expense account you would "charge" this check to the entered expense account. Office supplies would be an example of an expense account. A debit to a liability account will decrease the liability. By entering a liability account you would (once the check is processed) "pay" towards reducing the liability. The vendor AAA Plumbing would be an example of a liability account. Most often the Vendor select option is used when entering a liability account and is also often used when entering expenses.
Enter amount to debit:
Enter the amount to debit the general ledger account or vendor that was entered in the previous prompt. Normally this is the check or payable amount.
Credit Card Refund Reapply to Resv GL Credit Enter cash account to print check from or [Select] from list:
If a check is to be written for all or part of this entry, you must enter a general ledger cash account. Enter the general ledger cash account to use for the check amount of this entry. If a check is to be part of this entry, the cash account option must be the first option used. After entering the cash account and amount, the opportunity to use the other options will be available. Only one check can be issued per check entry, although a combination of a check, credit card credits, reapply to reservations and credits to general ledger accounts can be used. When this entry is processed/printed a credit, for the check amount, will be posted to the account entered and an entry will be created in the account’s check register. (A credit to a cash account reduces the account balance.) You may click [Select] to select from a list of general ledger accounts.
Select the Credit Card Refund option if some or all of this entry is to be issued as a credit card credit. You will be prompted to retrieve a reservation (which is required) and then be shown all credit card transactions for the reservation. The option of a manual entry will be at the bottom of the List Display of credit card transactions. You would select the credit card you wish to credit or select manual entry to enter the credit card information. If an existing entry is selected, the entry will be shown on the Credit Card Credit Entry screen and the modification prompt will be asked. The credit card credit amount will be the amount of the credit card transaction selected. If manual entry is selected, you will be prompted to confirm your choice of manual entry, the screen will change to the Credit Card Credit Entry screen and you will be prompted for the credit card type, the amount of the credit card refund (the default will be the amount to debit asked above), the credit card number, the credit card expiration date and the name on the credit card. Refer to the Payments Received screen for detailed information on these prompts. A modification prompt will be asked. You must select the update option to continue with the credit card credit. The quit option will abandon this credit card credit entry and the system will ask the current prompt again.
The Reapply to Resv option allows you to apply all or some of the debit amount entered to an existing reservation. This option is used to swap money from one current reservation to another. You will be prompted twice to enter a reservation (two reservations must be entered to swap money). The first reservation entered is the reservation that will receive the money (a credit will be posted to the reservation). This first reservation must be retrieved from the current file. The second reservation will be asked for after a few other prompts are asked. This second reservation is not required and if not entered would result in the first reservation entered receiving a credit entry with the money being "taken" from the debit account entered above. This method of crediting a reservation could also be done by posting a credit to the reservation via the Payments Received option on the Reservations Menu or using the Credit GL option available in this prompt (the preferred method). If a second reservation is entered, a debit will be posted to the second reservation reducing the amount paid and increasing the amount owed (standard process for a reservation debit). When processed/printed, this entry type will "take" the money from the second reservation and "give" the money to the first reservation. This process is similar to the process used to reapply canceled reservation money (see below). While the reapply canceled method "knows" the "take from" reservation (it is the once canceled) and only needs the "give to" reservation, this option allows you to enter both the "take from" reservation and the "give to" reservation.
The GL Credit option allows you to issue a credit to a reservation for some or the entire debit amount. You will be prompted for the reservation to retrieve. A standard reservation credit entry will be posted to the entered reservation when this pending check entry is processed/printed. This will, for the amount entered, reduce the amount owed and increase the payments paid. A credit to a reservation can also be done by posting a credit to the reservation via the Payments Received option on the Reservations Menu. Often this option is used when only a portion of the debit amount is to be credited to a reservation.
Select from List - Enter memo comment/ description line:
Enter any check memo or transaction comment desired. This comment will be printed on the check and will be used as the description for any transactions created. A maximum of 35 characters is allowed. Only the first 15 characters of this entry will be used for any general ledger transactions created.
Enter date to process:
Enter the date this pending check entry is due to be processed. When processing pending check entries you may choose to specify a process by cutoff date or choose to process only the entries that are within a selected process by date range. By entering a date for some time in the future, you could prevent this entry from being processed until the specified date.
Enter print status: [Ready to Pay] [On Hold]:
This is a select prompt to denote whether the print status of this entry is "Ready to Pay" or "On Hold". Only "Ready to Pay" entries can be processed/printed. If the print status of an entry is "On Hold" it cannot be processed/printed until its status is changed to "Ready to Pay". The Payables Menu option Maintain Payables Print Status is used to change the print status of a pending check.
Enter category code or [Select] from list:
Each pending check entry must be assigned a category code. Category codes are defined using the Check Information option on the Control File Menu. The category code can be used as a method of retrieving check entries.
Enter the category code for this pending check entry or enter an ‘S’ to select from a list display of the defined category codes.
Current Canceled Archived Enter resv #, name, namez3, namez5 or select from above:
This prompt allows you to associate a reservation number to the pending check entry. If a reservation was entered in a previous prompt, that reservation number will sometimes be the default for this prompt and would usually be accepted. Not all entries require a reservation to be entered. The select options Current, Canceled and Archived allow you to denote from which reservation file you wish to retrieve the reservation. The file to retrieve from is displayed above the prompt entry area. The default file is the current file. Refer to the View Reservation screen for detailed information on reservation retrieval.
Enter the unit number or property address:
This prompt allows you to associate a unit number to the pending check entry. If a reservation was entered in a previous prompt the unit number for the reservation will be the default for this prompt and would usually be accepted. Not all entries require a unit number to be entered. You may retrieve the unit by number or property address.
[Show Distribution], [Change Distribution], [Reapply to Resv], [OK], [Cancel] or [Delete]:
This is the modification prompt for this screen. This is the first prompt asked after retrieving an existing entry for modification. When creating a new entry, this prompt is asked after all the required prompts for a new entry have been asked.
The Show Distribution Select Option will display in a List Display the credit distribution in formation for the pending check entry shown. The debit general ledger account is always displayed on the screen.
The Change Distribution Select Option allows you to change the methods of distribution and/or the amounts to distribute to the available methods. You will be asked the "Enter keep amount of check the same [Yes] or [No] prompt described below. Refer to this prompt for additional information.
The Reapply to Resv Select Option allows you to apply all or a portion of a pending check entry to an existing reservation. Only pending check entries whose source is a cancel reservation refund, security deposit refund or user keyed reapply can use this option. This option is commonly used to apply money from a canceled reservation to a newly made reservation. You will be asked for the reservation to apply the money to and the amount to apply. Refer to the Reapply to Resv discussion above for more information.
To modify a numbered item, enter the number next to the item to change and that item’s prompt will be asked.
Click [Cancel] to abandon any changes made to the pending check entry. If complicated changes have been made to the pending check entry this option may not be available and your request will be ignored. If this occurs you must choose to either update or delete the entry. You could still "quit" the entry by changing the entry back to what it was when you first retrieved it and then update the entry.
Click [OK] to update any changes made to the pending check entry. This will save a new entry or any changes made to an existing entry. If the entry was a "New" entry, it will no longer be considered "New".
Click [Delete] to delete this entry. The pending check or payable entry will be removed from the system. You will be prompted to confirm the deletion of the entry. Generally you would not delete an entry that was automatically placed into the payables system. For example, a check entry created due to the posting of a work order means you owe the vendor for work performed and it would not be deleted unless some other means of paying the vendor is used (perhaps a manual check).
Enter keep amount of check the same [Yes] or [No]:
Click [Yes] to not change the check amount and return to the modification prompt. The check amount is shown on the screen. This is the amount of the check that will be issued to the Payee shown.
Click [No] to change the amount of the check. This option is most often used to change the refund amount or refund method of automatic entries that were created due to canceled reservations or finalized security deposits. You will be prompted to enter the amount of the check. The amount entered cannot exceed the debit amount shown. If the amount entered is equal to the debit amount, your request is unnecessary and the system will return to the modification prompt. If an amount less than the debit amount is entered (the normal entry), you will be asked a prompt similar to the distribution method prompt described above (to denote what to do with the rest of the money). The amount entered could be zero, which would mean no check is to be issued and the entire amount is to be distributed by some other means. You may, via the distribution prompt, distribute the remaining money in a combination of a credit card refund, a reapply to a different reservation or to a general ledger account. The credit card refund option would be used if all or a portion of the money was paid by credit card and you want to refund the money via the same method you received it. The reapply (as described above) lets you "give" the money to a different current reservation. The GL account entry would be used to "keep" all or any portion of the money (you would normally enter a general ledger income account, such as Commission or Cancellation Fee Income). The entire debit amount must be distributed.