Accounts Payable > Payments to AP Invoices

Checks written outside AccountMate can be recorded using the Record Check Payment function. This function allows you to post the check amount, early-payment discounts and adjustments against specific invoices paid by the check. You can also apply open debits as a means to pay AP invoices using this function.

Note: You need not go through the Authorize Payment function to authorize the recording of check payments in AccountMate.

To record handwritten checks, perform the following steps:

1.Access the Record Check Payment function from the Transactions menu. The Search screen is automatically displayed when this function is accessed. Click the New button to create a new check payment record.

2.Enter in the Vendor # field the vendor code for which you want to record the handwritten check payment. Alternatively, you may click the Lookup button to display a list of available vendors; then, double-click the vendor code to select.

Note: Once a valid vendor code is entered, the vendor balance and maximum check amount information is displayed in the Vendor Details section in the Payment Details page.

3.In the Payment Details Page, enter the check details as well as select the invoices for which you are recording check payment. For more details, please refer to the Payment Details Page section.

4.In the Open Debit Details Page, you may set the open debit amount you want to use as payment to the selected AP invoices in the Payment Details Page. For more information, please refer to the Open Debit Details Page section.

5.When you are ready, click the Save button from the Transactions toolbar to record the payment.

Notes:

•When required values are missing or there are fields that contain incorrect or inappropriate information, AccountMate will not save this transaction and instead will display a message box informing you that error(s) occurred. Perform the necessary operation to correct the error for you to proceed saving the transaction.

•If you had changed the default check number and you also marked All checks use same starting check # option in the Bank Maintenance Account function, you need to reset the sequence of the check numbers in the bank record to maintain the audit trail and avoid confusion when printing computer checks in the future.

Q. I have recorded handwritten checks into AccountMate; however, they don’t show in the Check Register Report. Likewise, they do not appear when I access the Bank Reconciliation module to cancel the checks. How do I correct this problem?

A. Release the check by accessing the Release On-hold Check function from the Transactions menu of the Accounts Payable module. Check the corresponding box next to the number of the on-hold check.

Record Check Payment

Record Check Payment

See Also