Posting Manual Checks

If you need to write a check manually rather than waiting for a check run, the Manual Check Posting screen allows you to do so and still create a disbursement record in the A/P Ledger for the invoice you are paying. For small, one-time manual check disbursements or customer refunds, you can create a generic vendor record to use to post such payments.

Note: To be able to create manual checks in a closed period, you must set the AP.ALLOWED authorization key.

To post a manual check:

From the A/P menu, select A/P Entry to display the A/P Entry screen.
On the A/P Entry screen, populate the appropriate fields for the invoice to which you want to post a manual check. For more information, see Reconciling Purchase Orders to an Invoice.
Use the Man Check hot key to access the Manual Check Posting screen for payables that still have open pay dates.

Note: If you display the A/P Entry screen in view-only mode, this hot key is not active.

One of the following occurs:

If you have not approved the entire amount on the invoice, the system prompts you to select an account for which to Post Difference To. Select one of the following:

Unapproved Accounts Payable
Disputed Accounts Payable
Unreceived Accounts Payable

If you have approved the entire amount on the invoice, the system prompts you to select the bank account from which it writes the check. Select the appropriate account.

The Manual Check Posting screen displays with the cursor in the Check # field.

Note: Vendors who have the Vendor Requires Separate Checks field in Vendor Maintenance set to Y cannot print checks with a zero or negative amount. For more information, see Outsourcing A/P Checks.

In the Check # field, if you are using a check number other than the one displayed, enter it. The check number can be alphanumeric but cannot contain spaces.
In the Branch # field, enter the branch to which you are posting the check.
In the Date field, enter the posting date. This date appears on the disbursement record that you have created for this check. The system populates the other fields with the information from the A/P Entry screen:

Field	Description
Payable	The ID of the payable record that corresponds to the vendor invoice you are paying.
Vendor Name	The vendor to whom this disbursement posts.
Invoice #	The vendor invoice number you are paying.
Payable Amt	The vendor invoice amount.
Bank Account	The bank account you selected from which the system writes the check.
Check Amount	The check amount.

Press Esc to post the check.
If the vendor is set up to receive payment via EFT, the system displays the following prompt: Generate EFT Check (Y/N). At the prompt, enter one of the following:

Y – Generates a check via EFT, as opposed to a manual check.
N – Generates a manual check.