Adding a Hand Check

1. At the Select a Checking Account window, select the checking account you would like to use to write the hand check and press Enter. The checking account number and cost center will appear.

Important: Only Ready to Pay vouchers can be paid by hand checks.

Note: If there is only one checking account in the chart of accounts, the account defaults to fill this field.

2 At the Vendor field, enter the vendor ID code.

If you are uncertain of the vendor code, see Navigating Net Yield - Selecting a Vendor ID Code.

3. Once you have selected a vendor, the vendor’s balance will display.

4. A Select A Check window appears with the following options:

• EXIT – Select EXIT to exit and return to the Vendor field.
• ADD – Select ADD to add a new hand check for the vendor specified.

Select ADD.

4. At the Date Paid field, enter the check date or press Enter to accept the current system default date.

5. At the Check Number field, enter the appropriate check number you want to use or press Enter to accept the system default. The system default is the next available check number for the checking account selected.

Note: If you are creating a wire funds transfer, type the word WIRE into the check number field. The system will then append a six-digit system generated sequential number to the word WIRE, in order to make this transaction number unique. The ten-character string "WIREXXXXXX" will then appear in the list of checks written.

6. At the Check Amount field, enter the amount of the hand check.

7. At the Description field, enter an optional description for the hand check.

8. At the Auto Apply (Y/N) field, if you answer Y (Y=yes), the system will automatically apply the check amount to the oldest ready to pay transactions until the check amount is completely applied. If you answer N (N=no), you will apply or allocate the check amount manually.

Note: the system will only find vouchers that are in a Ready to Pay status.

9. A secondary page appears and displays allocation information. Command options will appear: Allocate, Next Page (if there is more than one page), Prior Page (if there is more than one page), Update, or Exit. If you answered yes at the Auto Apply (Y/N) field, then the open items have been selected oldest first to apply the amount of the check.

• Allocate – Select Allocate, and the system will allow you to change amount allocated or applied against the unpaid items, take a discount if the terms assigned to the transaction is a discounted terms type, or re-allocate the payment to different unpaid transactions. Enter the amount to be applied to the open transaction, or hit the F5 key to apply the total open balance. If you do not want to pay the open transactions enter zero. To apply voucher adjustments or advances, enter the amount as negative number.
• Next Page/Prior Page – Select Next Page/Prior Page if there is more than one page of ready to pay transactions.
• Update – Select Update, the system will allow you to update and keep the allocation and print the check. After you select Update you will be able to:
  • Print the check.
  • Print a mask, which will print a sample check to allow you to align your check forms on the printer.
  • Update without printing, which saves the check information without printing a check.
  • Exit and cancel the check. You will return to the Select A Check option.

The following information displays in the allocation window:

• Type - The transaction type:
  • AD – Advance
  • AJ – Voucher Adjustment
  • PO – Purchase Order
  • VO – Voucher
• Reference – The voucher number assigned to the transaction
• Date – The date of the vendor's invoice
• Date Due – The date the voucher is due for payment, based on the payment terms for the transaction
• Amount – The unpaid balance due on the transaction voucher
• Discounted Balance – The discounted balance to pay on the transaction, if discount terms apply 
• Net Balance – The transaction balance if the discount is taken
• Cash Paid – The cash applied to this voucher
• Discount Taken – The discount applied to this voucher, if discount terms apply
• Check Amount – If a new check is being applied, the total amount of the check displays
• The Amount column totals all balances due from all open items
• The Discounted Balance column totals all discounts allowed for all open items
• The Net Balance column totals all balances due from all open items
• The Cash Paid column totals all cash applied to all vouchers and must equal the check amount
• The Discount Taken column totals all discounts taken.

For more information on the Hand Checks option see Hand Checks.

Security Required : Payables - Checks