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Vendors and tax agents

Record vendor and payee checks

You can use
Check transactions
 to record payments to vendors and payees. You can modify or delete unprinted check transactions at any point, but you can't void or reverse them. Once a check has been printed, you can't edit the check details, but you can modify the distributions, journal, and posting period.
When you press Tab (or Enter, if you marked the
Use Enter key to move between fields
 checkbox in the
System
 tab of the
User Preferences
 window) in the ID and Payee fields, the application automatically enters the data in those fields from the last saved transaction. If you don’t want to repeat the information from the last saved transaction, you can enter or select new information, press Ctrl + spacebar on your keyboard to leave the field blank and move to the next field, or disable the auto-filling behavior by marking the Don’t auto-fill values from the previous transaction checkbox in the
Edit
 then
Options
 window.
The application automatically uses the date from the last saved transaction for subsequent transactions, but you can override that date as necessary.
  1. Select
    Actions
    ,
    Enter Transactions
    , then select
    Check
     from the
    Type
     dropdown list.
  2. Use the tabbed pages to enter the following additional information:
    1. On the
      Distributions
       tab, distribute the check to 1 or more accounts.
      note
      • If you select a GL account associated with a bank account, the application will automatically create a corresponding proxy transaction.
      • For 1099 items, you can select the ellipsis the grid to open the
        Details
         window, where you can enter detailed information about the distribution.
    2. On the
      Address
       tab, verify or select the vendor's mailing address (the address for which the
      Mailing address
       checkbox is marked in the
      Main
       tab of the
      Vendors
       screen), but you can select
      Selection
       next to the 1st field to select a different address.
    3. On the
      Direct Deposit
       tab, review the direct deposit allocation information. This information can't be modified on this tab.
    4. On the
      Notes
       tab, enter any miscellaneous information that may be helpful when you are reviewing check transactions. If you enter any information in this tab, the application displays a Note icon in the Notes column for the transaction.
    5. On the
      Events
       tab, review the recorded events for the check. Recorded events include adding, finalizing (entering as handwritten, changing to handwritten, or printing), and voiding the transaction.
  3. If you set up any transaction templates or amortization schedules for checks, you can select the applicable
    template
     from the dropdown to have the application enter the default information that is included in the template. You can override any of the default information, as necessary.
  4. If this is a handwritten check, mark the
    Handwritten
     checkbox and enter the check number.
    note
    • The
      Date
       field defaults to the system date and the
      Check #
       field defaults to the next check number for the selected bank account. You can override both fields.
    • Handwritten check transactions represent physical checks that were written from the selected bank account and that need to be recorded in Accounting CS to ensure that the balance in Accounting CS matches the actual bank balance.
  5. Enter the following check details:
    1. Enter the
      Date
      .
      note
      This is required. If this is a handwritten check, you'll need to enter a date.
    2. Enter the
      ID
       and
      Payee
      .
      note
      The
      Payee
       field is required. If you select a vendor ID, the application populates the
      Payee
       field with the vendor name.
    3. Enter the
      Amount
      .
      note
      An amount is required. If not entered, the application sums the distribution amounts and enters that number in this field.
    4. Enter a
      Memo
       if needed. This text will print on the check's Memo line.

This article applies to:

  • PRODUCT: Accounting CS Client Access