Manual Checks

The Manual Checks transaction is used to record payment and print checks for Purchase Orders. Deacom generates a list of all invoiced Purchase Orders not paid in full allowing users to select which ones are to be paid. The Manual Check feature is useful in situations where multiple checks for multiple invoices are required.

Credit Memos can be processed along with Sales through Manual Checks. If processing a Credit Memo and Sale at the same time, the net due will be processed for the check. If the net due for the balance is $0.00, the system will still process the payment. The payment will be given a CJ identifier and appear in the Accounting Reporting "Cash Receipts by Payment" report so that it can be voided if necessary. The transaction will have no GL impact.

System Navigation

Accounting > Manual Checks

Manual Checks Pre-Filter

Field	Description
Report Type	Pick list used to select the kind of report to run. Options are: Pre-Payments - Generates a list of all Purchase Orders that have not yet had the associated Vendor Invoices entered. Regular Payments - Generates a list of all Purchase Orders for which Vendor Invoices have been entered.
Vendor	Filters the report for only Purchase Orders cut to the selected Vendor.
Vendor Group	Filters the report for only Purchase Orders cut to Vendors in the selected Vendor Group.
Purchase Order	Filters the report for the specific Purchase Order selected.
Payment Date	Displays the date with which payment will be posted and the check cut. May be changed prior to completing the check payment process.
Cash Account	Search field used to select the Cash Account to which the check amount will be credited. May be changed prior to completing the check payment process.
Facility Group	Filters the report for only Purchase Orders for Facilities within the selected Facility Group.
Facility	Filters the report for only Purchase Orders for the selected Facility.
Payment Currency	Search field used to set the Currency in which orders will be displayed on the Manual Checks report and payments will be made for the selected orders. For example, if an order was created in USD and this field is set to EUR, the order will be displayed with an EUR balance. When the payment is applied, the amounts will be set for the EUR Currency.
Payment Type	Filters for orders whose Payment Type matches the Vendor Default Payment Type specified on the General tab of the Vendor record.
Currency Filter	Filters the report for only Purchase Orders that were created in the selected Currency.
PO Search 1-2	Search fields used to select PO Search 1-2 options. Captions for these fields are maintained via System > Maintenance > Captions. Options for these fields are maintained via Purchasing > Maintenance > PO Search 1-2.

Manual Checks report

Opened via the "View" button on the Manual Checks pre-filter, this report has three sections: a list of outstanding orders available to select, a list of selected orders to pay, and a summary section containing fields that calculate based on the selected orders. Using the move and remove buttons or double clicking an individual record will move the selected order(s) between the two list sections.

All Purchase Order header fields and Purchase Order header user-defined fields are available to this report.

Button/Field	Description
View Detail	Opens the details of the Purchase Order in view mode.
Apply	Opens the Process Checks form and applies the payments to the selected orders as configured.
Remarks	Opens a memo field used to store notes regarding the payment. This text will print in the Advice portion of the check and be added to the Remarks section of the actual Purchase Order in the system.
Modify Amt	Opens the Payment Deductions form, which is used to apply deductions to the order selected in the Invoices to Pay section. Modifications can also be made via Order Adjustments prior to the process of applying payments to Purchase Orders.
Short/Over Pay
Open Orders For
Checks to Print	Displays the total number of checks which will be printed if the selected options are applied.
Invoices to Pay	Displays the total number of invoices located in the Invoices to Pay section of the report.
Discount	Pick list used to determine the discount preferences for the orders. Options are: No Discount - No discount will be applied, regardless of what the Terms on the order(s) may indicate. Take Discount - The discount indicated on the Terms of the order(s) will be applied regardless of the "Discount Cut-Off" indicated on the Terms. Use Order Setting - The discount indicated on the Terms of the order(s) will be applied, but only if payment is being processed within the "Discount Cut-Off" indicated on the Terms.
Total Gross	Displays the total dollar amount of orders being paid.
Deductions	Displays the total number of deductions being taken.
Cash Discounts	Displays the total sum of the cash discounts being applied.
Total Cash	Displays the total cash to be paid.

Payment Deductions form

Opened via the "Modify Amt" button on the Manual Checks report, the Payment Deductions form lists the accounts being credited and debited for this payment and is used to apply deductions to the order selected in the Invoices to Pay section.

Button/Field	Description
Add	Opens the Edit Payment form to add a new Journal Entry line, which is used to select an account and enter an amount and description.
Modify	Opens the Edit Payment form for the selected Journal Entry line, which is used to select an account and enter an amount and description.
Delete	Deletes the selected Journal Entry line.
Order	Displays the Purchase Order Number for which deductions are being applied.
Set Total Amount	Displays the total amount being paid to the Vendor. Modifying this number automatically adjusts the Credits and Debits listed. If this number is set to a lesser value than what is due, the difference will remain as to be paid on the order.

Process Checks form

Opened via the "Apply" button on the Manual Checks report, the Process Checks form is used to apply the payments to the selected orders as configured.

Button/Field/Flag	Description
Number of Checks	Displays the total number of checks that will be processed, based on the number of approved invoices per Vendor. For example, if 10 invoices are being paid to 3 separate Vendors, the value in this field will be 3.
Invoices Paid	Displays the total number of invoices that have been approved and will be paid with this transaction.
Total Gross	Displays total gross amount for all approved invoices.
Cash Discounts	Displays total Discounts to be applied from agreed upon Terms.
Deductions	Displays total manual Deductions to be applied.
Total Cash	Displays total amount to be paid after Discounts and Deductions.
Payment Amount	Represents the total payment amount that will be entered into Deacom. Access to this field is controlled via the "Accounting -- bypass payment amount" security setting. If the security setting is set to "No," this field is enabled, and the user must enter an amount equal to the Total Cash amount before continuing. If the security setting is set to "Yes," this field is disabled, and the Payment Amount will be set as the full Total Cash amount.
Reference	Displays the first check number, up to 12 digits long, that will be printed. For example, if "Number of Checks" is 2 and the value in this field is 10, two checks will be printed with check numbers of 10 and 11. The check number limit is 12 digits, but the character length of this field is 60
Deposit Number	Displays a number to use as a reference for deposits made.
Date Paid	Displays the date with which payment will be posted and the check cut. Populates based on the "Payment Date" selected in the Manual Checks pre-filter.
Bill-to Credit Card	N/A to the Manual Checks process.
Payment Type	Search field used to select the Payment Type being used to process the transaction. For Manual Checks, a Payment Type of "Check" is generally used.
Cash Account	Search field used to select the Cash Account to which the check amount will be credited. Populates based on the "Cash Account" selected in the Manual Checks pre-filter. The default selection is defined via the "Cash Payments" field in Accounting Options. This field is still editable by users with a Facility Restriction.
Paper Output	If checked, checks will be sent to the printer specified in the "Printer" field.
Printer	Pick list used to select the Printer where checks are to be printed.