Direct Check Entry - Field Descriptions

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

Field/Button

Description

Form

Click this button to open the Print Direct Check window. This button will only be available before entering into transaction mode.

Update

Click this button to open the Direct Checks Register window. This button will only be available before entering into transaction mode.

Direct check

Bank account

Enter the bank account code.

Note: During entry in this screen, Spectrum automatically disallows any accounts that are not bank accounts. In other words, credit card accounts are not permitted in this screen.

Check #

Enter the check number, or press Enter to automatically select the next check number. The check number defaults to the next available number from the Cash Management Bank Account Maintenance screen.

Cost center

If the cost center feature is enabled in the Enterprise Installation screen, enter a direct check cost center in this field. This cost center will serve as a default during entry.

G/L transaction date

Enter the General Ledger date, or press Enter to accept the default of the current cash management processing date. The fiscal year and period will display to the right of this field.

Payment information

Pay to the order of

Enter the payee, or press F4 to select from a list of valid vendor codes, customer codes, or employee names. It is not necessary for the payee to be previously set up in any of these files in order to create a direct check.

Address

The payee's mailing address displays. Press Enter to accept the default address; otherwise, enter the correct information.

Check date

Enter the check date, or press Enter to accept the default of the current cash management processing date.

Amount

Enter the check amount (up to $99,999,999.99). The check amount is validated against the amount entered at the "Direct check dollar limit:" prompt of the Cash Management Installation screen.

If the direct check amount exceeds the amount entered at the prompt, an error message appears stating that the amount entered exceeds the amount allowed for a direct check. If the check amount exceeds the direct check dollar limit, it would be possible for an employee with the appropriate security to change the amount in the "Direct check dollar limit:" prompt of the Cash Management Installation page in order to accommodate the amount of the check.

Memo

Check defaults to memo field in header. Press Enter to accept the default or enter other notes.

Detail lines

G/L account

Enter the General Ledger account code. The account description displays to the right of this field.

Note: Entry is prevented when the account code status is set to Not used. A warning displays when the status is set to Inactive. Entry is also disallowed if the direct cost option is set to Equipment cost in the G/L Master File Maintenance screen.

Job

If the General Ledger account associated with this line is a Direct Job Cost account, enter the job number for this distribution. The job description will display to the right of this field.

Phase

Enter the phase to which this direct check is to be distributed. The phase description will display to the right of this field.

Note: Data entry is prevented if the phase status is 'Complete'. A warning displays if the status is 'Inactive'.

Ct

Enter the cost type to which this direct check is to be distributed.

Amount

Enter the amount associated with the current distribution line number. The sum of all totals in this column will display in the Amount field.

Memo

Enter a memo related to this line item.

Cost center

A Cost center field is provided on each detail line for expense distribution. As the cost center is recorded, Spectrum compares the bank account’s list of shared cost centers with cost centers in the operator’s assigned scheme; if there are no common cost centers, then that cost center is not allowed.