Quick Check

Overview

Vendor Checks not processed through the Accounts Payable area of the program (except payroll checks) should be entered at the Quick Check screen. This includes manually written checks, checks cut to one time vendors, and Prepay Checks to vendors that are not for specific product. However, Quick Checks should not be used to pay for inventory that has been received. Quick Checks are entered through G/L / Quick Check or the Quick Check shortcut.

To be able to post an incidental check to someone who will not be a regular vendor, add a Miscellaneous vendor in the Vendor list to be used for those entries.

• General Ledger – Two Vendor-Type (P-Type) Journal Entries are made and the G/L account balances are updated.
• Vendor Bill – An entry is made into the table with the A/P Bills.
• Vendor Disbursement Record – An entry is made to this table which causes the check to show up on the Vendor's Activity tab in the Payment column.
• Vendor Balance – The balance is only affected if the Prepay option is set. In this case, the Prepay balance is increased by the Amount $ figure.

• Bill Date – Enter the date of the bill being paid.
• Due Date – Enter the due date on the bill.
• Invoice # – Enter the Vendor’s Invoice number which must be a unique number to this vendor.
• Description – Enter any notes or comments. These do not print on the check but become part of the Journal Entry detail.
• PO # – Optionally enter a Purchase Order number.
• Notes – Optionally enter notes for this Quick Check.
• Use Prepay – This is used to enter a Prepay check to the Vendor, not paying for specific product. This checkbox forces the debit account to be A/P (as defined at Setup / Locations on the Preferences tab). It also causes the Vendor's Prepay balance to be affected by the amount of the check.
• 1099 Amount – If this vendor is marked to receive a 1099, this option is available. Enter the amount of this Quick Check that applies to the Vendor’s 1099 amount.
• 1099 Pay – If this vendor is marked on the Vendor file to receive a 1099, this checkbox is available. If this payment should not be included in the vendor’s 1099 amount, uncheck this option. If the payment should be included in the 1099 amount, this should be checked.
• G/L Account – This defaults to the Default Expense Account ID at the selected vendor's 1099/Payment Info tab if one is set. Double-click in the field to select accounts or add additional accounts.
• $ Amount – Enter the amount to be posted to the general ledger account specified.
• Comment – Optionally enter a comment for each line. This comment will show on some A/P and G/L reports.
• Quantity – If a quantity should be included in the Journal Entry, enter the quantity here.
• Vehicle – If this expense is associated with a Vehicle, double-click and select the Vehicle from the list. Entering Vehicles on expenses allows a Vehicle Expense report to be run.
• Predefined Split – To use this, the splits must be defined at Setup / G/L / G/L Splits.
• Split ID – Choose from the list of predefined splits.
• Amount – Enter the total amount to be divided among the accounts named in the split.
• Acct ID – This is used only if using the Wild Card option of the Split Out feature. Enter a complete valid account, and the corresponding group of related accounts is split according to the predefined split. For example, enter 61* in the Acct ID and all 6100 accounts will be split out according to the selected split arrangement.
• Import File – This is not used for Quick Checks.
• Import PO – If the bill is associated with an A/P PO, the information from the PO may be imported by using this.

After selecting Save on the Add a Quick Check screen, the next screen displays for details of the check.

• Date – Enter the date of the check.
• Check # – Enter the check number. The entry in this area must be numeric. Letters cannot be used in this field.
• Checking Acct – This defaults to the Disbursement account indicated at Setup / Locations on the G/L tab.
• Check/JE Description – Optionally enter a description to print on the check stub and show on some A/P and G/L reports
• Name/Address1/Address2/City/State/Zip/Country – This automatically displays from the Vendor file but may be overridden.
• Print Options – Print on Save prints the check. Preview on Save brings the check up on the screen which may then be printed. Neither posts the check as a vendor disbursement but doesn’t print any document.

If G/L Accounts are not displaying, this is related to user setup. Edit the user at Hub / Setup / Users. On the General Restrictions tab, set the Profit Center Location Default selection to All.

The General Ledger accounts should then display at the Quick Check screen.

Quick Check Process

Pay Bills not created through A/P or purchasing, such as manual or one time checks, and send generic prepay to vendors.

1. Navigate to Accounting / G/L / Quick Check or choose the Quick Check shortcut and choose the appropriate vendor.
2. On the Add a Quick Check window, enter the Bill Date, Due Date, and Invoice #. The Description and PO # are optional.
3. In the Expense Breakdown grid, double-click the G/L Account and select the accounts to affect. Enter the amount to be posted to those accounts.
4. Select Import PO to import any A/P Purchase Orders into the Quick Check.
   Note: Select the Use Prepay option to create a generic vendor prepay. This automatically populates the grid with the Accounts Payable account number as defined at Accounting / Setup / Locations on the G/L Posting tab. This also affects the Vendor’s Prepay balance by the amount of the check.
5. Select Save.
6. At the Quick Expense Check window, select the Date of the check. Verify the Check # and Checking Acct. A Check/J.E. Description may be entered and will print on the check stub.
7. The Name and Address default into the window from the Vendor file. If necessary, the vendor Name, Address 1, Address 2, City, State, Zip, and Country may be edited. This information is used to prepare the check.
8. Select the Print option. Choosing Print on Save prints the check upon selecting Save. Choosing Preview on Save opens the check in a new window and will print the check upon closing the window. Selecting Neither records the check in Agvance but does not print the check.
9. Select Save.