List individual Amounts on Check

[ReJoiCe]

We don't want our expense account numbers on our check stubs, but what we do want is our Missionary Support checks to list individual amounts for each of several missionaries who are all supported through one organization, but are paid by only 1 check per month.

Could someone please let me know if this would work:

Ex.) We send support for 3 missionaries to one organization each month:

1.) Create an invoice as a Repeating Item in the Accounts Payable module for each of the 3 missionaries separately, with the Payee being the same receiving organization on each (Ex. C.M.C.H.), but the missionary's name posted in the REFERENCE field, and each invoice for each missionary's individual amount.

2.) Go to the Maintain Vendor Records in A/P module for the Vendor that handles these 3 missionaries and make sure that the "Combine Invoices for this Vendor when printing checks" box is selected - (Ex. for C.M.C.H.).

3.) Go to: File / Preferences / Accounting Setup / Accounts Payable tab / - and make sure that "Print account distribution on bottom check stub" is selected. (? - I have questions about this.)

4.) Go to: Release Repeating Items in the A/P module and select the 3 invoices for the 3 missionaries that are set to combine on one check for C.M.C.H. and release them to the "Maintain Open Invoices" screen.

5.) Continue on with regular printing procedure.


Will this give the desired result of showing the detail of how much we intend to go to each of the 3 missionaries on the check stub that we send in only 1 check to their receiving organization?

I guess my main question has to do with that option I mention in #3 above:

What exactly does "Print account distribution on bottom check stub" mean? What are those "account distributions" it is talking about? I thought it would show each debit (expense line) in this 1 transaction/check.

Also, am I understanding the User's Manual correctly to say that this printing of account distributions can only go on 1 of the check stubs of a 3-part check sheet? If so, then why does the Custom Check Layout look as if it would be able to print the detail on both of the 2 lower parts (check stubs) on our check sheets?

I have already "wasted" 6 check sheets trying to figure this out. I don't want to waste any more, so I thought I'd ask.

Thank you to anyone who can help me figure out how, or it it is possible, to print detail on the check stubs for when we're sending only one check to an organization, but it is for multiple missionaries who are each getting different amounts.

PS. Are we still limited to only 14 lines of info. on the check stubs? One of these monthly checks we send is for 15 different missionaries who all receive their support through the same one organization. Can I add just 1 more line to the stubs?

[tborgal]

1) When you create the invoice in the repeating items window put the missionary's name in the Description Field not the Reference Field. This will put the Missionary's name next to the amount on the stub. Once this is done you shuold not have to go back and check it every time since it will not change unless you or someone else makes the change.
2) Once you have made the selection to combine invoices for the vendor and just as in #1 you should not have to go back to it to verify it unless you want to. It will not change unless you make the change.
3) I would leave this operation out if you do not want account numbers on the stub.

From this point on you should be fine. I would do a backup of you database first then try the procedure and print on plane paper to see if it gives you what you are looking for. If it works correctly you can then restore the backup and proceed to cut the actual check.

[NeilZ]

Tom didn't answer a few of your questions:

What exactly does "Print account distribution on bottom check stub" mean? What are those "account distributions" it is talking about? I thought it would show each debit (expense line) in this 1 transaction/check.

Here's the information I found when I pressed the F1 (HELP) key while in the Accounting Preferences, Accounts Payable tab:

Print account distribution on bottom check stub. Optionally, PowerChurch can print the debit and credit account detail on the bottom check stub for your records.

Basically it will look like this:

Code: Select all

                             Debit           Credit
01-1110    Checking                           14.00
01-5100    Missions Support   14.00      

Also, am I understanding the User's Manual correctly to say that this printing of account distributions can only go on 1 of the check stubs of a 3-part check sheet? If so, then why does the Custom Check Layout look as if it would be able to print the detail on both of the 2 lower parts (check stubs) on our check sheets?

Usually, the bottom part of the check is retained by the organization sending the check, thus the distribution amount would be listed on there. The middle stub is usually sent with the check to the company/organization..

I have already "wasted" 6 check sheets trying to figure this out. I don't want to waste any more, so I thought I'd ask.

Thank you to anyone who can help me figure out how, or it it is possible, to print detail on the check stubs for when we're sending only one check to an organization, but it is for multiple missionaries who are each getting different amounts.

PS. Are we still limited to only 14 lines of info. on the check stubs? One of these monthly checks we send is for 15 different missionaries who all receive their support through the same one organization. Can I add just 1 more line to the stubs?

As Tom suggested, use plain paper for your tests ... much easier, and you can keep hitting YES when asked if you need to reprint a check.
The system will not record anything until you say NO to that question.

Only 14 lines are available, as only 14 items are identified as being available for check information in the system. Now since you have a special case, you may want to give Powerchurch a call directly to see if there's anything that they can do for you. There will probably be a fee involved.

The only other recourse is to create two separate Vendor Items for this one organization, and include missionaries with last names starting with A thru M under one Vendor entry, and N thru Z on the other.