8.7.3 Manual Cheque Recording (08612m)

You cannot process a cheque unless the [5.1] accounts payable transaction is already in the system AND the cheque value must equal the values of one or more transactions to the given Supplier in one company.

Example 1. If your boss gave a subcontractor $10,000 to keep him quiet and that payment is spread over three companies (yes, it does happen) then you will treat it as three separate cheques, the sum of which equals the paid value.

Example 2: Accounts payable transaction approved for $15,000 but your boss gave them a $10,000 cheque. You need to go to [5.1] Invoice Entry and process a -ve transaction for (-$15,000) as the original number+b ie:[F123456b], then (+$10,000) as folio+c [F123456c], and (+$5,000) [F123456d]. Then the manual cheque may be processed again as folios a,b,c and the balancing $5,000 remains in Accounts Payable.

Muli does not see manual cheque recording as the volume method for paying company accounts but for tidying up after the boss gets loose with the cheque book. Traditionally, payments are made by computer cheques and in more recent years, direct deposits (see 8.7.8 Direct Deposits)

If you have a small number of remittance advices, you could print the remittance advices or run an accounts payable report to confirm suppliers and values before using this facility.

1. Company
2. Bank
3. Organisations - the organisations for which accounts payable exist for the selected company.
4. Cheque Type
   - Normal, comes from the traditional cheque book or pre-printed cheque stationery.
   - Bank Cheque, when you chose 'B' Muli will provide the next available B0000000 number and these are used to process transactions that appear on the bank statement without a transaction, ie: bank charges, periodic payments, interest, etc. Make sure that you write the 'B' cheque number back on the bank statement so an auditor can easily see that all bank account transactions are correctly processed.
   - System Cheques, these are normally only used to establish opening balances and zero value cheques to reverse transactions.
   - Credit Card
5. Cheque Number
6. Date - The date the cheque is written. Note: for bank and system cheques this will also be the reconciliation date.
7. Cheque Amount - Only for the above company, separate cheques for each legal entity. All transactions for the selected company and supplier are displayed, enabling you to chose the payment you wish to make. Remember, the cheque value must equal the sum of the selected payment. Once you balance, you will be asked to process cheque with Default of Yes, at which time a batch update is preferred.