Manual Check Entry - Field Descriptions

Use this table for reference when completing the fields on this screen.

Fields/Buttons

Descriptions

Check

Batch code

Enter a batch code to assign it to the current transaction or click the available drop-down arrow to display the Unposted Manual Check Batches window and make a selection. Entries in this field will be saved as the default for subsequent entries in the same session.

Bank account

If the Cash Management module is present, enter the bank account code.

Note: Spectrum does not permit credit card accounts in this field. Payments from this screen must be made from a bank account.

Cost center info

If cost centers are being used and the Cash Management module is present, allows entry of a bank account code only if you have permission to assign that code. Spectrum compares the bank account's list of shared cost centers with cost centers in your operator's assigned cost center scheme, and if there are no common cost centers, then that bank account cannot be assigned.

Check #

Enter a check number, or press Enter to use the next check.

Vendor

Enter a valid vendor code previously set up in the Vendors screen.

Cost center

This field only displays if cost centers/cost groups are enabled for the current company.

Enter a cost center or double-click to select from a list of available cost centers/cost groups. This cost center will appear on the Manual Check Register, and will be recorded in during the General Ledger during the Payments G/L update. This cost center will also be stored in Account Payable payment history records and in Cash Management, if present.

Check date

Enter the check date. The check date determines the General Ledger fiscal period.

Check amount

Enter a value.

Undistributed balance

Balance information is calculated and maintained by the software. Initially, the balance will equal the check amount. As the check is applied to invoices, the balance will be adjusted accordingly. The balance must be zero (for example, the entire check amount must be applied to invoices) before exiting this screen.

Grid columns

Invoice #

Enter the invoice or credit memo number. If the item has already been selected for payment in regular check processing, an error message will display.

Type

Use the drop -down menu to select whether the selected line item is for an Invoice or Credit memo.

When adding a new line, select Current or Retention.

Outstanding

The current portion or retention portion outstanding balance due displays, not including the current line amount paid.

Discount

The schedule discount amount displays.

Invoice date

The invoice/credit memo date displays.

Make payment

The amount of this payment is calculated and displayed. Press Enter if the displayed payment amount is correct, or enter the correct amount.

Take discount

The system calculates and displays any discount due.

Previously applied

Any prior amount applied displays.

Original amount

Discount date

Status

The open/selected status of this item displays. No entry is allowed. ‘Selected’ is shown in this field when this item has already been selected for partial payment in the regular check processing.