User Support Forum

Hi,

I forgot that we can now do our payroll through online banking. I've entered the expense (lots of lines, very complicated) as an open invoice, but now it needs to be a manual cheque. Is there a way to convert it or do I need to delete the open invoice and re-enter everything as a manual cheque?

Thanks,
ML

A manual check just means that you have written a check manually instead of printing a check on the printer. Go through "Print Computer Generated Checks" but instead of loading a blank check into the printer, print on a blank piece of paper then shred the paper check. Results will be the same.

That method would mean I need to shred an actual cheque as well since it would use up a cheque number.

Don't you use check numbers when you do manual checks or do you leave the check number field as 0?


Our actual check numbers are in the 17000 range.
When we do manual checks we use check number in the 90000 range.

No, when we do manual cheques, we do a description. So, our electricity pre-authorized debit is called "HYDRO PAD" and our natural gas pre-authorized debit is called "GAS PAD".

In that case you will have to delete the invoice and re-enter as a manual check. Searching the user manual does not provide a way to convert.

That's what I thought.

As for using numbers for manual cheques, isn't that confusing when you're reconciling your bank statements? I look for cheque numbers or descriptions, our names for the manual cheques help us match with the descriptions on the bank statements.

Not at all. Manual checks have a "description" field and a "memo" field plus the check number field. In balancing the checking account the PayTo field is available which is what the bank statement contains. In reconciliation, the 90000 series checks show up in order just after the 17000 series checks. Then if all else fails, I sort the reconciliation statement by amount and look for that particular amount.

A lot depends on how your bank tracks such things as CheckFree checks, or EFT transfers.

For instance. If you pay bills through your bank's online "pay bills" application, the bank may actually issue a paper check to some businesses, and it will give it a number. If you pay via an EFT transfer, such as your Gas payment, then the bank may list it under an Other Transactions or EFT header on the statement. In which case, you can use the 'check number/reference' as you are doing, or just enter EFT and match the amount.

Either way is acceptable for the way you can do business. In other words, if it works, don't fix it