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.
Enter a positive number (with up to 8 digits) to identify the check or deposit.
Enter the date of the check or deposit.
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).
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.
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.
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.
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.
Enter a code as specified below to indicate whether this record represents a check or a deposit. The initial default is "C".
C: |
Check |
D: |
Deposit |
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.
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".
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.
H: |
Hand check |
A: |
Automatic or computer check |
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.