Manual Check Entry Page | PowerSchool ERP

Use this page to generate manual checks. As with Fund Accounting's Vendor Checks options, the system controls payments, monitors budgets, and supports project accounting.

From the Manual Check Entry page, you can:

Reference line item data from encumbered purchase orders as well as for payments generated without purchase orders.
Add notes, update discounts and taxes, and record incoming items.
Generate a single check to pay several invoices and assign the same check number to each of the related payable records.
Interface non-purchase order payments to Fixed Assets.

In addition, the Action Bar's Print item lets you print vendor checks for the manual check records stored in your database. If you have the appropriate Optio software installed, you can also create PDF attachments of the printed checks. For details, refer to the Print Manual Vendor Checks Page.

From the Fund Accounting menu, select Entry and Processing. From the Vendor Checks menu, select Manual Checks.

Action Bar Items

The Manual Check Entry page's Action Bar displays the following items:

Set Period	Displays the Reset Period page where you can change the accounting period, fiscal year, and transaction date used for recording the manual check.
Alternate Vendor	Displays the Alternate Vendor Information page where you can select or add a new remittance address for the vendor associated with the manual check. For details, refer to Alternate Vendor Information Page.
Print	Allows you to print vendor checks for selected manual check records. If you have the appropriate Optio software installed on your server, you can also generate PDF attachments of the vendor checks.

The following items display when you are in the payment distribution section. The Quantity item is only available with the Purchase Order Payment option.

Discount	Displays the Discount Information page where you can adjust the vendor discount amount and tax rates applied to a line item payment in the Payment Distribution section. For details, refer to Discount Information Page.
Quantity	Displays the Quantities Received page where you can record the receipt of purchase order items. For details, refer to Quantities Received Page.

Add a Manual Check Record

In the Payment Type section, select one of the following:
- Purchase Order Payment (default) - to add a check that references a purchase order or encumbrance.
- Non-Purchase Order Payment - to add a check that does not reference an existing PO or encumbrance.
In the General Payable Data section, complete the fields. For descriptions, refer to the Fields and Descriptions section of this page.
In the Payment Distribution section, distribute the payment amounts for the line items.
- If the Auto Display field is selected, then the system displays all line items for the purchase order or encumbrance.
- If the Auto Display field is not selected, you need to enter the number in the Item field for the item you want to pay.
  If the Full Account Window page displays, refer to Payable Entry for the steps to select an Expenditure Ledger record.
For each item displayed under the Purchase Order Payment option, make the following entries for each distribution line you add:
- Amount of the payment that applies to the line item.
- 1099 type that applies to the payment.
- Description of the line item payment transaction. The system defaults the line item's description from the purchase order or encumbrance.
While you are updating an item's payment information, you can use the following Action Bar items:
1. Quantity: Enables you to record the receipt of the item.
2. Discount: Enables you to adjust the discount and taxes that apply to the line item. You can only use this when you are in the Amount field.
When you finish updating the payment distributions, click OK to save the manual check record.
- If the Continuous field is selected, the system saves the record and returns you to the Control Number field so you can enter the next manual check.
- If the Continuous field is not selected, the system saves the record and closes the Manual Check Entry page.

Fields and Descriptions

General Payable Data Section

Field	Description
Control Number	Number or code used to group similar entries. You can use this number to search for and report on manual check records. The limit is eight characters.
PO Or Encumber	Number for the purchase order or encumbrance you paid with the manual check. The system allows you to distribute the check amount among the line items for the purchase order or encumbrance in the payment distribution section. Purchase Order Payment option only. The field name is defined in the Fund Accounting Profile and may be different at your site than the name referenced here. The limit is eight characters.
Vendor	Identification code for the vendor you are paying. Following are a few points to consider when working with vendor codes: If you have vendor codes with leading zeros, such as 000005, you must enter the full code. When you enter a code, the Vendor Address page displays for you to verify the remittance address. To associate a different address with the vendor, use the Manual Check Entry Alternate Address item. For details, refer Alternate Vendor Information Page. The limit is eight characters.
Invoice	Invoice number or other reference information for the bill you paid. The limit is 30 characters.
Invoice Date	Issue date that appears on your vendor invoice. If you are using the PO Payment option, the system uses the invoice date to determine whether a discount applies for vendors with a Discount setting of T - Discount Period. Using the Discount Days field from the appropriate vendor record, the system checks to see if the invoice falls within the vendor's discount period. To do so, it compares the invoice date with the current system date. Example: You are entering a manual check for a vendor with a discount period of 15 days. The system date is 09/01/2017. The check paid an invoice with a date of 08/21/2017. The invoice date is 11 days before the system date, meaning that the system will apply the vendor's discount rate to the manual check payment.
Bank Account	22.4 and later. If the Print Checks by Bank Account option is selected in the Fund Accounting profile, the Bank Account field appears. Select the relevant bank account from the drop-down list. The Cash Account will be determined based on the configurations present for the selected bank account for transaction processing.
Cash Account	Cash account code for this transaction. You must enter an asset account number. The system defaults the cash account defined in the Fund Accounting Profile. If the Cash Interfund Balancing option is enabled in the Fund Accounting profile, the system checks for the interfund account instead of the cash account in the expense fund. The limit is eight characters.
Payment Type	Setting indicating whether payment is partial or final. Purchase Order Payment option only. P - Partial Payment -Allows you to post partial payments for the purchase order or encumbrance's line items. You can make additional payments for the encumbrance at a later time. F - Final Payment -Makes this manual check record the final payment you can create for the encumbrance, whether or not you pay the entire remaining balance.
Auto Display	Setting determining how you enter payment distribution for a purchase order or encumbrance's line items. Purchase Order Payment option only. If you select this checkbox, then all items display, and the Net Payable amount is distributed proportionately for the existing encumbered accounts. You cannot use Auto Display if the encumbrance has been liquidated, or if there is a change order pending approval. If you leave the checkbox blank, then, in the payment distribution section, you must enter the line item number for each line item you want to pay. If you selected the Auto Display field, your entries in the following fields determine the payment amount that is distributed by default when you access line items in the payment distribution section. In addition, changes made to the discount, sales tax, or use tax are reflected in the payment distribution.
Total Entry	Cumulative total of manual checks having the same control number as the record you are currently entering.
Payment Amount	Amount due for the purchase order before discounts and tax rates are assessed. The system defaults the remaining balance for the purchase order or encumbrance. If the Auto Display checkbox is selected, the system defaults the remaining balance for the purchase order or encumbrance. If the Auto Display checkbox is blank, an amount of 0.00 defaults. The system tracks the amount based on your entries in the payment distribution section. If the Auto Display checkbox is selected, the system distributes this amount when you access the payment distribution section. If the total of your entries in the payment distribution section is different from the payment amount, the system recalculates this value. The limit is 12 integers, with 2 following the decimal.
Discount	Amount of the discount taken. If the transaction is not eligible for a vendor-based discount, the system skips this field. The limit is 12 integers, with 2 following the decimal.
Sales Tax	Total sales tax for the purchase order or encumbrance, calculated based on the rate from the Vendor List. The limit is 12 integers, with 2 following the decimal.
Use Tax	Total use tax for the purchase order or encumbrance, calculated based on the rate from the Vendor List. Use tax is not included in the check amount; it is tracked by the system until you are ready to submit the tax to your taxing agency. It is not disbursed to the vendor. The limit is 12 integers, with 2 following the decimal.
Net Payment	Net amount for the manual check payment, calculated as follows: Payment Amount - Discounts + (Sales and Use Taxes) = Net Payment
Fixed Asset	Checkbox indicating whether the item meets asset requirements defined in the Fixed Assets Profile. If the field is selected, the system generates an interface record in Fixed Assets when the manual check is posted. Non-Purchase Order Payment only. The system automatically selects this field under the following conditions: The distribution accounts are in the range defined in the Fixed Assets Profile. The amount for the distribution account is in the range defined in the Fixed Assets Profile. If these conditions are not met, you can still select the field. If you do not use the Fixed Assets System, leave the field blank.

Enter Check Information

Field	Description
Check Number	Number for the manual check. You can repeat a check number to combine payments made to the same vendor. When you enter a number already in use, the system provides a warning. You are allowed to complete the check if: You use the vendor code already assigned to the checks associated with the check number. or Your payment distribution does not repeat a disbursement fund already in use for the manual checks with the repeated check number. The limit is eight characters. If the bank account reference table record designates Vendor Manual Checks as a document type, the Check Number is automatically populated. You can override the entry if you are processing a payment for the same vendor on the same date by entering the existing check number.
Issue Date	Date when the manual check was issued.

Field

Description

Check Number

Number for the manual check. You can repeat a check number to combine payments made to the same vendor. When you enter a number already in use, the system provides a warning. You are allowed to complete the check if:

You use the vendor code already assigned to the checks associated with the check number.

Your payment distribution does not repeat a disbursement fund already in use for the manual checks with the repeated check number.

The limit is eight characters.

If the bank account reference table record designates Vendor Manual Checks as a document type, the Check Number is automatically populated. You can override the entry if you are processing a payment for the same vendor on the same date by entering the existing check number.

Issue Date

Date when the manual check was issued.

Payment Distribution Section

If you are using the Purchase Order Payment option and the Auto Display field is selected, the system displays all of the encumbrance's line items.
If you are using the Purchase Order Payment option and the Auto Display field is blank, then you need to enter an item number to display the associated line item information.
If you are using the Non-Purchase Order Payment option, then use this section to distribute the payment to expenditure budget accounts. There are no line items to reference.
If the Full Account Window page displays, refer to the Payable Entry to select an Expenditure Ledger record.

Field	Description
Item	Purchase order or encumbrance line item number. Purchase Order Payment option only. If the Auto Display checkbox is blank, then you need to enter a line number to display the associated accounting and cost information. The limit is two characters. If the Auto Display field is selected, then this is a display-only field that shows the line item for each accounting distribution row.
Budget Unit	Low-level Organization Chart code where the expense is charged. This is a display-only field when using the Purchase Order Payment option. When you use the Non-Purchase Order Payment option, you need to enter the budget unit for the Expenditure Ledger record where you are distributing the expense. The field's title is defined in the Fund Accounting Profile and may be different at your site than the name referenced here. The limit is 16 characters.
Account	Account for the Expenditure Ledger record where the payment is distributed. Charges can be distributed to multiple accounts as long as you distribute the entire cost, or the entire amount can be charged to a single account. This is a display-only field when using the Purchase Order Payment option. When you use the Non-Purchase Order Payment option, you need to enter the account number.
Account Number	22.4 and later. Account number for the Expenditure Ledger record where the payment is distributed. Charges can be distributed to multiple accounts as long as you distribute the entire cost, or the entire amount can be charged to a single account. This is a display-only field when using the Purchase Order Payment option. When you use the Non-Purchase Order Payment option, you need to enter the account number. If the Full Account Format option is enabled in the Fund Accounting profile, enter the full account number based on the format defined in the Fund Accounting profile translation page.
Project	Code for the project where the payment's expense is distributed, if you use project accounting. The field name is defined in the Fund Accounting Profile and may be different at your site than the name referenced here. Display Only. The limit is eight characters.
Account	Account code for the Project Ledger record where the item's expense is distributed, if you use project accounting. Display Only. The limit is eight characters.
Paid to Date	Amount paid to date for this purchase order or encumbrance line item. Purchase Order Payment option only.
Amount	Amount of the payment you are applying to the line item. The field works differently depending on the payment type you are using: Non-Purchase Order Payment - Enter the amount for the line item. Purchase Order Payment - The system uses the Auto Display field to determine whether an amount defaults in this field. If the Auto Display field is selected, then the system defaults an amount. If the Auto Display checkbox is blank, you need to enter the amount. Some added considerations for this field are as follows: To adjust the discount and tax rates for a purchase order payment line item amount, click Discount. For details, refer to the Discount Information Page. If the system applies a discount to a purchase order payment, you can only update the Amount field by using the Discount item. The system uses the manual check's vendor to determine whether a discount applies. To apply discount and/or tax rates for a non-purchase order payment line item amount, click Discount. For details, refer to the Discount Information Page. If the Payment Type field is F - Final, the amount you enter pays off the line item, whether or not you enter an amount covering the item's balance. If the Pay Prior To Receive field in the Fund Accounting Profile is set to W - Warning or F - Fatal, a message appears if you try to make final payment for an item that is not fully received. In the case of the F - Fatal setting, you cannot make a final payment until full receipt is recorded for the item. If you have the required security resource, you can use the Quantity item to display the Quantities Received page and enter receipt of the line item. For details, refer to Quantities Received Page. The limit is 12 integers, with 2 following the decimal.
Balance	Current balance amount for this line item. Purchase Order Payment option only.
1099	Code for the type of 1099 payment associated with this line item. M - 1099-Misc - Rents, royalties, other income, fishing boat proceeds, medical/health care payments, non-employee compensation, substitute payments, crop insurance proceeds, and attorney fees. G - 1099-G - Unemployment compensation, state/local income tax, qualified state tuition earnings, taxable grants, and agriculture payments. I - 1099-Int - Interest income, early withdrawal penalty, interest on US savings bonds and treasury obligations, investment expenses, and foreign tax paid. N - No 1099 - Payments are not reported as 1099 income.
Description	Description of the line item payment. Use of this field enables you to easily identify transactions on reports. When you use the Purchase Order Payment option, the system defaults the description from the purchase order or encumbrance line item. The limit is 25 characters.