Batch Manual Check Entry Page

Use this page to add manual checks to a new or existing batch file and to update a check selected in the Batch Manual Checks page.

To display the Batch Manual Check Entry page, display the Manual Checks for Batch page for the batch you want to update, then follow the appropriate procedure described later in this section.

Menu Path: Fund Accounting > Entry & Processing > Vendor Checks > Batch Manual Checks > click Add New to add a batch/check or select a batch > select a check, and then click OK to update a check

Page Sections

The Batch Manual Check Entry page's sections vary depending on whether you are adding a batch or check or updating an existing check.

Payment Type	Lets you select whether the manual check references an existing purchase order or encumbrance record. This section only displays when you are adding batch records.
General Payable Data (untitled)	Includes fields identifying the batch, check, vendor, and invoice as well as for entering payment data.
Charging	Allows you to distribute the payment among the open line items for a purchase order/encumbrance or enter the accounting distribution for a non-purchase order payment. When you are adding a check to a new or existing batch, this section is untitled.

Action Bar Items

The following item displays on the page's Action Bar when you access the page for adding or updating a batch file:

Alternate Vendor	Displays the Alternate Vendor Information page where you can select or add a new Accounts Payable address for the vendor associated with the manual check. For details, refer to Alternate Vendor Information Page.
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. This item does not display for a new check until you reach the Payment Distribution section. For additional details, refer to Discount Information Page.

When you access the Payment Distribution section, the following items display in place of the Alternate Vendor item:

Delete Row	Deletes the selected line item in the distribution section.
Quantity	Displays the Quantities Received page where you can record receipt of purchase order items. This item is only available with the Purchase Order Payment option. For details, refer to Quantities Received Page.

For information on the toolbar's Notes item, refer to Add Note Page.

In the Batch Manual Check Entry page, you can add a new record to a batch file or update an existing batch manual check record. You also use this page to create a new batch file.

Add Batch Manual Check Records

On the Batch Manual Checks page, click Add New.
In the Payment Type section, select a payment option for the batch's first manual check:
- 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 Control Number field:
- Start a new batch file by entering a unique (unused) number.
- To add checks to an existing batch, enter the batch control number.
Add a check by completing the remaining fields in the General Payable Data and Charging sections. Both sections are untitled.
If you are adding multiple checks to the batch, leave the Continuous checkbox selected.
Click Accept to save the batch, including the new check record.
Repeat Steps 4 and 5 for each additional check.
After saving the last record to the batch, click Back.

Update Batch Manual Checks

On the Batch Manual Checks page, in the upper list section, select the batch file containing the check you want to update.
When you select a batch, its records display in the lower list section.
In the lower list section, select the check you want to update, and then click Accept to display the record.
In the General Payable Data (untitled) section, change the fields as needed.
To assign an alternative address for the vendor, on the action bar click Alternate Vendor. For details, refer to Alternate Vendor Information Page.
In the Charging section, update the line item payment information (Purchase Order Payment option), or update the check's accounting distribution (Non-Purchase Order Payment option).
- To adjust the discount amount or tax rate for a line item or accounting distribution row, select the appropriate Amount field, and then click Discount. For details, refer to Discount Information Page.
- For checks that reference a purchase order, you can adjust a line item's quantity received by accessing any field on the line item's row and clicking Quantity. For details, refer to the Quantities Received Page.
Click Accept.
In the confirmation dialog:
- Click Yes if the displayed check amount is correct. The check is saved, and you return to the Batch Manual Checks page.
- Click No to repeat the update process beginning with Step 4.

Fields and Descriptions

Field

Description

Payment Type Section

This section does not display when updating a manual check.

Payment Type

Radio buttons for indicating whether a new check is for a purchase order or non-purchase order payment.

Select:

Purchase Order Payment - indicates the check is for a purchase order or encumbrance
Non-Purchase Order Payment - indicates the check does not reference a purchase order or encumbrance

If needed, you can change the payment type when adding subsequent checks to a batch. If so, the batch will include checks with both payment types.

General Payable Data Section

This section is untitled whether you are adding or updating a manual check.

Field	Description
Hold Check	Checkbox that determines whether a manual check's posting status. If the box is selected, the check is On Hold and cannot be posted to Fund Accounting until the field is cleared. The checkbox does not display when you are adding a manual check. In this case, the system automatically selects the field. When you are updating a manual check, you can clear or select the field as needed. The field also can be cleared using the Action Bar's Release/Post item. For additional details, refer to Batch Manual Checks Processing.
Control Number	Number or code used to group similar check entries. The system lets you process records all at once for checks that have same control number. You also can use the control number to track the check in Fund Accounting's Detailed Displays > Transactions option. The limit is eight characters.
Period* or Year*	Fiscal year period and year associated with the manual check. You can enter payables for current fiscal year encumbrances or work with encumbrances from the previous year if it is still open. To do so, reset the fiscal year period to Period 13 of the prior year. The Approval field displays based on settings in the Fund Accounting Profile and the Payment Type you select. Keep in mind that your site might use an approval process for non-purchase order payments but not for PO payments or vice-versa.
PO Or Encumber	Number for the purchase order or encumbrance you are paying. Purchase Order Payment option only. The system lets you distribute the payable amount among the line items for the PO or encumbrance in the payment distribution section. The field name is defined in the Fund Accounting Profile. 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. If the Default No PO Payment Info field in the Fund Accounting Profile is selected and you are making multiple entries using the Non-Purchase Order Payment option, the vendor code defaults from the previous entry. When you enter a code, the Vendor Address displays for you to verify the Accounts Payable address. To associate a different address with the vendor, use the Post Accounts Payable Alternate Vendor item. For details, refer to the Alternate Vendor Information Page. After you select a vendor or alternate vendor address, the system displays the corresponding EFT indicator next to the Cash Account field. The limit is eight characters.
Invoice	Invoice number or other reference information for the bill you are paying. If the Duplicate Invoice Checking field in your Fund Accounting Profile is set to F - Fatal, the system checks the invoice number/vendor combination and prevents the transaction if it finds a match. If the flag is set to W - Warning, the system issues a warning if a duplicate exists. If the Default No PO Payment Info field in the Fund Accounting Profile is selected and you are making multiple entries using the Non-Purchase Order Payment option, the Invoice field value defaults from the previous entry. The limit is 12 characters.
Invoice Date	Issue date that appears on your vendor invoice. If you are using the Non-Purchase Order Payment option and the Fund Accounting profile Default No PO Payment Info field is selected, then the system defaults the invoice date from your previous entry.
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 account defined in the Fund Accounting Profile.
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 PO or encumbrance's line items. You can make additional payments for the encumbrance at a later time. F - Final Payment - Makes the payable record the final one 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 PO 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.
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.
Total Entry	Cumulative total of payables having the same control number as the payable record you are currently entering.
Payment Amount	Amount due for the purchase order before discounts and tax rates are assessed. If the Auto Display checkbox is selected, the system defaults the remaining balance for the PO 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 payable is not eligible for a vendor-based discount, the system skips this field. You can use the Discount item to adjust the vendor discount amounts and tax rates. For details, refer to the Discount Information Page. The limit is 12 integers, with 2 following the decimal.
Sales Tax	Total sales tax for the encumbrance, 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 encumbrance, 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 payable, calculated as follows: [Payment Amount - Discounts + (Sales + Use Taxes)] = Net Payment

Enter Check Information

Field

Description

Check Number

Number identifying the check. If the bank account table record designates Vendor Manual Checks as a document type, the Check Number will be automatically populated.

The limit is eight characters.

Check Date

Date when the check was issued.

Charging Section

Following are the definitions for the fields you use to distribute payment amounts for a manual check.

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 not selected, 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 payment to expenditure budget accounts, and there are no line items to reference.
If the Full Account Window page displays, refer to Full Account Window Page for the steps to select an Expenditure Ledger account.

This section is untitled when you are adding a manual check.

Field	Description
Item	Encumbrance line item number. Purchase Order Payment option only. If the Auto Display checkbox is blank, 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 PO line item for each accounting distribution row.
Budget Unit	Low organization where the expense is charged. This is a display-only field when using the Purchase Order Payment option. With Non-Purchase Order Payment option, you need to enter the budget unit for the expenditure budget account where you are distributing the expense. The field title is defined in the Fund Accounting Profile. If your Fund Accounting Profile is set up for full expensing, the Full Account Window page will display for entering the budget unit. For the procedure, refer to Full Account Window Page. The limit is 16 characters.
Account Number	Account number for the budget unit-account 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. When you save the payable, the system checks each distribution item's expenditure account to see if it falls in any of the ranges from the Account Approval table. An approval record is created for each range that applies.
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, use the Discount item. For details, refer to the Discount InformationPage. 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 payable'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. Again, refer to the Discount InformationPage. 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. If you have the required security resource, you can use the Quantity item to display the Quantities Received page and enter receipt of the PO item. For details, refer to the Quantities Received Page. When you save the payable, the system checks each distribution line item's amount to see whether it falls within the amount range for each required approval level from the payable's approval group. Approval records are created accordingly. The limit is 12 integers, with 2 following the decimal.
Project	Code for the project where the payment's expense is distributed, if you use project accounting. The limit is eight characters.
Account	Account code for the project budget account where the item's expense is distributed, if you use project accounting. This field is display-only if you are using the Purchase Order Payment option. The limit is eight characters.
1099	Code for the type of 1099 payment associated with this line item Select: 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, and the description prints on the remittance voucher. When you use the Purchase Order Payment option, the system defaults the description from the PO or encumbrance line item. The limit is 25 characters.
Balance	Current balance amount for this line item. Purchase Order Payment option only.