Outstanding Checks

Use this function to enter/edit outstanding checks if desired. You can do this file maintenance at any time, either now in Initial Setup or later in Live Operations.

The Outstanding Check Entry Screen, shown in Figure 5-4 below, appears when you select Outstanding Checks from the File Maintenance Pulldown Menu. You normally enter this function in Inquire mode but you can change mode by using the mode icons on the toolbar or the mode function keys. Since Change mode places a hold on the selected record, use Change mode only when you intend to change data. If desired, in key entry, you can click on or press the Scan key to review the records currently on file and select one for editing or viewing.

Figure 5-4. Outstanding Check Entry Screen

This screen contains the following fields grouped by sections.

Basic Information

Check Number (required)

Enter a positive number (with up to 8 digits) to identify the check or deposit.

Check Date (required)

Enter the date of the check or deposit.

Check Amount

Enter the amount of the check or deposit (with up to 7 digits to the left of the decimal and 2 digits to the right).

Date/Time Posted (required)

Enter the approximate date and time when this check or deposit was posted. In Add mode, this field will automatically be saved from one record to the next.

Classifications

Cash Account (required)

Enter the number of the cash account for this check or deposit, up to 12 characters in length. The system initially defaults the cash account from the Parameters (Interfaces) Screen. In Add mode, this field will automatically be saved from one record to the next.

If General Ledger is part of your system, this account number must be on file in the General Ledger Chart of Accounts file. You can click on or press the Scan key to find an appropriate entry. The system displays the account description so that you can verify your entry.

Vendor

If this record represents a check, enter the number of the vendor paid by this check, which must be on file in the Vendors file. You can click on or press the Scan key to find an appropriate entry. The system displays the vendor name so that you can verify your entry. In addition, if the vendor is a miscellaneous vendor, the vendor name can be modified.

If this record represents a deposit, leave the Vendor field blank.

Misc Vendor?

If a valid vendor number has been entered, the system displays the Misc Vendor? flag from the Vendors file. If "yes" or , the vendor is a miscellaneous vendor and the vendor name above can be modified. If "no" or , the vendor is not a miscellaneous vendor and the vendor name is simply displayed for verification.

Current Status

Check/Deposit (required)

Enter a code as specified below to indicate whether this record represents a check or a deposit. The initial default is "C".

In Live Operations, if the Accounts Receivable application is part of your system, cash deposits will be transferred to this file to aid you in reconciling your bank accounts.

Cancelled? (required)

Select "yes" or if this check or deposit has been cancelled (i.e., cleared by your bank); otherwise, select "no" or . The initial default is "no".

Auto/Hand (required)

Enter a code as specified below to indicate whether this check was created through Hand Checks Entry or by the Checks Processing function. The initial default is "A". In Add mode, this field will automatically be saved from one record to the next.

Void? (required)

Select "yes" or if this check or deposit has been voided; otherwise, select "no" or . The initial default is "no".

Press ENTER or click or the Save button to save the information for the current record. If any information has changed, the system may redisplay the screen to show any new or changed system-supplied items or to report any error or warning messages. If so, the current record has not yet been saved; you must address any concerns and press ENTER or click or the Save button again. To exit without saving, press END or click or the Cancel button.

The following icons are also available for use on the toolbar (unless disabled in Add mode or until a record has been selected):

List Outstanding Checks: See Outstanding Checks List for further information.

Display Checks Audit Info: See Audit Info for further information.

Click the appropriate icon to perform the desired operation (which first saves the current record if applicable), after which you will return to where you are.