Check Writing

System Location: Data Entry > AP > Check Writing

Checks, also referred to as cash disbursements, are used to track payments made to vendors and other entities. Checks can be created in one of two ways:

  • Through the use of an existing vendor invoice
    • Can be created one check at a time or in a batch as a check run using the Automatic Check Writing Utility
  • By entering the required information directly onto the check without benefit of an invoice
    • Referred to as a "manual check"

Checks have the following characteristics:

  • Payees do not have to be in system as a Vendor if writing a manual check
  • Vendor is required if an invoice is used as the source
  • Up to 15 or 45 invoices from the same vendor can be associated with a single check (depending on your company maintenance selection)
    1. If you select the option for a maximum of 45 invoices per check, the only data returned on the stub is the invoice number and net amount.
  • Requires association with a Bank Code to identify which account the money is coming from
  • Cannot be created or edited in a posted period

In the majority of instances, checks created in JobBOSS2 will be printed out and sent to a vendor as payment; however it may also be helpful to create a "check" record in the following circumstances as a way to provide a more accurate document trail:

  • To track the transfer of money between accounts (used in conjunction with a cash receipt)
  • To reflect payments made by credit card or line of credit

Where to Start

Before you start creating a check record, it's important to make sure you have defined all the tables you need and that you understand how the system will behave based on the related company preferences and other settings.

ClosedTables Used on Checks

The following tables and / or base tables are used on customer invoice records:

Preferences and Other Related Settings

There are no preferences or related settings that affect the creation of a check record.

Check Record Details

Each check record has information that identifies the vendor, line items, a pay to address, and other related details.

The following links lead to topics that provide reference information for each section of the check record.

Go to Check Writing Details - General Section

Go to Check Writing Details - Line Items Section

Go to Check Writing Details - Header Section

Go to Check Writing Details - Comments Section

Creating and Editing Checks

Options for Creating a Check

Follow the links below for step by step instructions of creating checks:

Continue to Create a Check From AP Invoice

Continue to Create a Manual Check (No Invoice)

Continue to Use the Auto Check Utility to Create Multiple Checks

Once the Check is Created

Editing a check is dependent on whether or not you've processed the record. If you have processed the check, you must unprocess the record in order to edit general information, line, items, and the header address field. If you leave the record processed, you are only able to edit the vendor type (header section) and comments.

Void Check

If you need to void a check, select the check in the navigator grid and click the Void utility from the row of action buttons.

Reports, Forms, and Labels

Reports

The following summary reports are available for review / generation under the AP reports dropdown menu:

  • Check Summary
  • Bank Reconciliation
    • If you leave the Bank Reconciliation page open while processing a check, you must click refresh in the upper right corner of the page before the new check will appear
  • Checkbook Register
  • AP Sales Tax Summary
Forms and Labels

The following forms / labels are available under the Print dropdown menu located in the Check Writing Navigator:

  • Print Checks

What Comes Next

Once you complete the check to your vendor, you are done with the purchasing process.