We are an user of V9 using windows 2000 on a network of 6+ computers.
I am very confused over how PC+ "handles" check writing. I have several questions that will help me to understand what is going on:
1) Once a vendor is set up & the system is marked "pay now", when does the transaction "hit the books"? Is there a way to see the transaction?
2) If I wanted to trace a check posting to an expense account where would I look? I am used to a system that showed the account numbers in the check regester. (We have three accounting funds, with three separate checking accounts, & each fund uses similar income & expense account names).
3) Is there a way to keeping PC+ from combining checks to the same vendor? (It would be nice if this were a function that could be selected by the user). We often have several groups (Youth Choir, Mass Choir, Jr. Ushers, etc.) going to the same event. They each need to present a "gift offering" to say another church's annversary service.
Could we print the checks in batches by turning the "pay now" function on & off to get separate checks to the same vendor?
I am trying resolve some transactions in our records. Your reply to my questions will certainly be helpful.
You Print Computer Generated Checks
*this prints a check for all invoices marked pay now = yes.
*any open invoices marked pay now = no are not printed.
*any open invoices that have already had a check printed will not print again.
*The only way to keep invoices to the same vendor from combining on the same check is to have one invoice marked pay now, and the other not. After you print the first batch of checks, you'll need to set that 2nd invoice to pay now and print again.
PowerChurch creates a Computer Generated Check record for all printed checks (viewable/editable in Maintain Computer Generated Checks).
*If you need to reprint an unposted check, you can delete the Computer Generated Check record, and PowerChurch will think a check has not been printed yet.
Up to this point, the only report you will see this information on is the Open Items Report in Accounts Payable.
You Post to Paid Items File and Fund Accounting.
*posts to AP all Computer Generated (and Manual) checks where post now = yes.
*this updates all your AP reports (Selected Paid Items, etc)
*a transaction for each posted check is sent to Fund Accounting Unposted Transactions
In FUND ACCOUNTING:
Transactions from AP can be found in Modify Unposted Transactions or Unposted Transactions Report in FA.
*You can edit or delete this transaction at this point, but the changes will be to Fund Accounting only. Transactions flow from AP to FA, but not the other way.
Post Transactions in Fund Accounting.
*This updates all your Fund Accounting files including the Check Register.
At this point, you will be able to see this transaction on any and all reports.
Check Register will show any transactions which deal with a specific bank account, but doesn't show account distribution. A Journal Report where you include only the bank account will show all transactions with detail. In fact, a Journal Report can be very helpful in a lot of situations.
Hopefully, this makes things clearer for you, and doesn't muddy up the waters.
