Occasionally, your company may need to make a payment with no advance notice, or may need to pay a vendor immediately. If your company uses preprinted checks (check number, company name and bank information already printed), a manual check fills the need for these rush payments.
It is important that you retain a copy of the manual check or at least keep the information about the check, such as the check number, date, payee, and amount.
A manual check is a check that is not printed via Costpoint . Because manual checks are produced outside of Costpoint but still affect the financial statements, Deltek recommends that you enter manual checks in Costpoint as soon as possible.
If the check was written to a new vendor, enter information about your payee on the Manage Vendors screen.
If the check did not pay a pre-existing Accounts Payable voucher, you must enter a voucher on the Manage Accounts Payable Vouchers screen. Use the Check tab of the Manage Accounts Payable Vouchers screen to enter all the data for this payment, including check information. You must still post the voucher and the check.
If you used the check to pay a pre-existing Accounts Payable voucher, enter the check information on the Manage Manual Checks screen. You must post the check via the Post Cash Disbursements screen.
Costpoint assumes that the check has already been prepared and sent to your vendor. Because of that, validations for pay-when-paid items and validations for a subcontractor or lien display as warnings, but do not stop you from entering the manual check.
Get a copy of the check before it is distributed. Deltek recommends that you keep a copy of a manual check, especially if it will be entered into Costpoint at a later time.
To enter a manual check, complete the following steps:
Determine if the voucher has been posted.
If not, continue with step 2.
If so, skip to step 4.
On the Check tab of the Manage Accounts Payable Vouchers screen, enter the cash account, check number, date, amount, and any discount taken. Enter or select the fiscal year, period, and subperiod to which the check should be posted. When you finish, the voucher will still be on hold and the check will not be listed in the check register. However, the check number will be reserved for this transaction to keep any duplication from occurring.
Approve the voucher, if necessary, and then post the voucher via the Post Vouchers screen.
On the Manage Manual Checks screen:
Specify the Pay Vendor ID, name, and location. The Open Vouchers table populates with all posted items not on hold that still have unpaid balances.
Specify the Cash Acct Desc.
Enter the Check number, Date, and Amount.
Select the Fiscal Year, Period, and Subperiod to which you want the check posted.
Highlight the row(s) that were paid by the manual check and click the Select button to move those items into the Selected Vouchers table.
When you are satisfied that your selection is correct, save the screen.
Post the check via the Post Cash Disbursements screen. Your manual check is now posted.