Create a Manual Check (No Invoice)

System Location: Data Entry > AP > Check Writing

This topic provides details on how to create a check without using an AP invoice as its source. Checks created in this manner are referred to as "Manual Checks."

For more information see Check Writing.

 

  1. Go to the blue Data Entry tab, open the AP dropdown menu, and select Check Writing.
  2. Click New (located at the top of the page.)
General Section
  1. Verify / provide Bank Code.
  2. Verify / provide the Check Number.
  3. Verify / provide information for the following fields:
    • Check Date
    • Period Number: Determines which accounting period the check will appear in
      • Defaults to the period associated with the Check Date, but can be forced to be different
      • If Period Number and Check Date do not coincide, there will likely be a discrepancy in AP Aging Reports when viewed by Date vs. Period.
      • For more information see Process Accounting Functions.
    • Exchange Rate: Determines whether the check will be calculated for a different monetary value when 'Currency Code' is different than the one selected in Company Maintenance Defaults
      • Defaults to value associated with 'Currency Code' listed but can be edited
      • 'Currency Code' provided by the 'Vendor' selected
      • If the checking account currency matches the Vendor currency, the default exchange rate will be 1
        • This occurs even if the company has a different currency than the Vendor
    • The 'Vendor' and 'Invoice No' fields will be left blank.
      • 'Invoice No' becomes a required field once a Vendor is selected, but can be left blank so long as 'Vendor' is also blank.

      If the manual check is being created for a vendor that is defined within JobBOSS2, the Vendor Code can still be used to populate the required information in the Header Section.

      1. Select the desired Vendor Code from the 'Vendor' dropdown menu.
        • This populates the Vendor Name and information in the Header Section.
      2. Click the 'Vendor' dropdown menu again and select the "blank" option located at the top of the list.
        • This removes the requirement for an invoice but leaves the related details in place in the Header Section.

       

Line Items Section
  1. Click Add Row.
  2. Provide the following values in the new row provided:
    • Gross Amount
      • The 'Gross Amount' would be reduced by any value entered in the 'Discount Amount' field, but manual checks would typically not use a discount.
    • GL Account
      • Depending on the nature of the transaction, this would typically be an expense or asset account.
    • Comments
  3. Repeat Steps 6 and 7 if additional rows are needed.
Header Section
  1. Enter information in the Pay To Information box.
    • Since no Vendor is present, this field must be populated.
    • This is the name that appears on the printed check.
  2. (OPTIONAL) Select a Vendor Type for reference.
Complete the Check
  1. Click Save to process, save, and close the check.
    • The system automatically processes the check upon saving it.
    • Clicking 'Process' keeps the check open for viewing.
    • Once processed, the check cannot be edited.
    • Checks in a posted period cannot be unprocessed.

 

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