Occasional Checks

As explained above, Occasional Checks are checks you write which are NOT for payment of invoices stored in the Invoice Database. This may include such items as, mortgage payments, rent, one-time purchases, cash purchases, or other non-invoice items. Occasional Checks are normally written for any payee who is not stored in the Vendor database. However, Occasional Checks can also be written to Vendors who are stored in your database as long as the check is not for payment of an invoice which you have previously entered into the Invoice database.

Use this option to write all checks which are NOT for invoices in the Invoice Database,

Select:

Write Checks -> WRITE Occasional Checks

Figure: Occasional Check Window

If you have more than one bank account in the General Ledger, you must specify the bank account from which the funds to cover this check will be drawn. When you have done that the Occasional Check screen will appear.

When you write Occasional Checks you must supply all the information that you want printed on the check (except Vendor name and address if you select a vendor who is stored in the Vendor Database.) Follow these steps;

1. You may either select a vendor from the Vendor Database as the payee for the check, or you can type in the name and other data for the payee. If the vendor is already in the Vendor Database double click the Vendor Code box to select the vendor's code and the name and address fields will be automatically completed. If not, type in the name and address as you want it to appear on the check. NOTE: only the name is required. You do not need to type the address if the check will not be mailed in a window envelope.
2. Print on Check Number - Enter the check number from the preprinted check form you will use to print this check.
3. Check Date - The date box automatically contains today's date. You may override this if you wish.
4. Check For and Voucher Notes - These fields are not required. However, if you wish to have a line printed on the check explaining what the check is for, enter the appropriate text in the Check For box. You may also enter up to four lines of comments in the Voucher Notes boxes. These comments will print on the vouchers attached to the check.
5. Total Check Amount - Enter the amount of the check.
6. GL Amounts - As with invoices, you may split the amount of this check into up to four general ledger accounts. Double click the Acct No. boxes to select the accounts from the chart of accounts. Then enter the amount in the corresponding Amount box for each account. These accounts will be debited (charged) for the amounts you enter. The bank account on which the check is drawn will be automatically reduced by the Total Check Amount you entered.
7. After the check prints you will be asked if it printed correctly. Examine the check to verify that all is correct. If you answer NO you will have an opportunity re-select the invoice and to reprint the check. If you answer YES, you will be able to either write another check or quite the Occasional Check function.