Check writing

Checks (cheques) can be written against any account which has been appropriately identified in the Accounts - Chart - Inspector.

When the Run-time - Accounting Data Entry application is launched and the Tools > Check writing menu item is selected, the Select Open Items panel is displayed.

By having the use of the comparison operators, it is possible to write a single check or a series of checks.
Make your specifications in the Select Open Items panel. Then press the Select button to display the Check Writing Open Item window. In the following example, we

The Check # is the suggested by the system as being the next Check #, but it can be edited (e.g. you may have a legitimate reason to reprint a Check). The Date shown is the system date, but it too can be edited, and will become the Check Document Date. You have two options:

Please Note:

You can select the columns to be included in the Subledger Browser and the Open Items Browser of the Check Writing window with Preferences:

Subledger Browser
Open Item Browser

After making the payment selections for Names ID #2, we clicked on the Pay selected button. This caused a balanced entry to be generated (according to the specifications of the Check writing Procedure) and listed in the browsers of the Accounting Data Entry window. The Document Source is the one specified in the Accounts - Chart - Inspector.

We selected the second record (Amount 200.00) which displayed all its fields in the Accounting Data Entry window, and then selected the Tools > Open items ... menu item. This displayed the account-specific Open Item window with the Group selected that matched the record selected in the Document lines browser:

Please note that Group 850-711 is no longer visible since it was paid in full; however, it can be listed by selecting Show all groups instead of Show open groups only (the default). Group 852-789 has a residual balance of 137.66 because the 200.00 payment was applied. Group 851-622 retains its full value, since payment was withheld.

At this point, the accounting transactions are complete; however, the cheque still needs to be printed. This is handled in Run-time - Run Report and is a two step procedure. Select the Report > Select menu item, this will display the Select Report panel. Select the applicable Report e.g. Checks. This will display the Run report Check window:

This window shows all the required Parameters as specified by the Report Procedure. (How one locates the generated check transactions is up to the Configurator, we just happened to pick the TX number.) Since we only wanted to print one cheque, we used the comparison operator =. The Run report ... panel also allows you to run the report off line and on a remote host, provided your license of STEP FORWARD has these features enabled.

On pressing the Run button, the Saved Reports panel is displayed. Initially the Pages column will show 0 and Status will be Launching. Upon completion the panel will show the number of Pages produced for the report and the new Status as Done. During the running of a large report you can check the progress by clicking on the Refresh button or by setting Preferences for automatic refresh.

The Report (i.e. in this case a check) is now ready for printing. Before doing so, you can review it. Press the View button:

If you are wondering what is associated with the item in the amount of $200.00, click on the Reference # (we made this field in the Print Procedure a drill-down trigger for the following report). Drill-down trigger fields are shown in red when the On/Off  toggle button (with the drill-bit icon) is clicked On.

This report shows you that the original Invoice was for a total of $337.66, was distributed over three expense classifications, and has a residual balance owing in the amount of $137.66 due to the partial payment made by this check.

Please Note:

The drill-down feature can be added to any report and can be attached to any and every non-static Print template field i.e. you can have multiple drill-downs attached to a single report. Drill-downs can be cascading from one report to another, for example: you could declare the GL Number field in the Transaction Distribution report to be a drill-down trigger and attach a report to it e.g. a detail General Ledger analysis for that account showing all transaction and also giving you the total expenditure for that expense classification for a certain time frame. While this may not be the greatest example, STEP FORWARD gives you the freedom to use your own imagination.

Once you are satisfied with the Check, print it. Press the Print button in the View window or click on the Print button in the Saved Reports panel - but be sure to have the proper form in the printer.

Why not take a look behind the scenes to see what has to be done to make this Check writing example possible.

 

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