Blue Bear/School Books Check Entry QR Guide

Transcription

1 Computer Check Entry Check Selection Screen review For Check Formatting instructions please see the Maintenance Quick Reference Guide. The Computer Checks Selection window displays all the checks waiting to be printed. 1. Select Entry, Computer Checks or the Computer Checks icon. 2. Bank Code: Verify the A bank code is being displayed. 3. The Hold/Un-hold Icon allows you to Hold or Un-hold an invoice for payment. Double clicking the invoice will also place the invoice on hold or un-hold. 4. The Form Icon: allows you to format your computer check form see Maintenance Quick Reference Guide for instructions. 5. The Memo allows you to type a memo that will appear on all the checks you print. 6. The Print Button: Will print checks for all invoices that do not have an H, C, or X in the status field. 7. The Instant Button: allows you to print one selected invoice at a time. X beside the check indicates the invoice is out of balance. H beside the check indicates the invoice is on hold. C beside the check indicates the invoice is already being paid. 5/18/ :49:04 AM 1

2 Computer Check Entry Instant checks Instant Checks 1. Highlight one invoice and select Instant to print only that invoice. 2. Enter in the Starting Check Number. 3. Select the Print Forms Alignment Banner to see if the check is aligned properly. 4. Select OK Note: You can select several checks at a time to print by holding the CTRL button and clicking the invoices 5. Do you want to print the Computer Check Journal? If the check printed properly, you can print the journal now. 6. Once you print the Journal, the system will prompt you to update the Journal. If everything printed properly, update when prompted. Computer Check Entry Print all checks Print all Checks Use the Print icon to print all invoices listed in the Computer Checks Selection Window. Checks with a status of H, X, or C, will not print. 1. Select the Print Icon to print checks for all invoices that do not have an H, C, or X. 2. Type in the Starting Check Number and select OK. 3. Did the checks print correctly? If they did answer Yes, if not, select No and choose to reprint. 5/18/ :49:04 AM 2

3 4. Remove the checks from the printer. 5. Do you want to print the Computer Check Journal? You can print the journal now, or you can print the journal later. 6. Once you print the Journal, the system will prompt you to update the Journal. If everything printed properly, update when prompted. Manual Check Entry The Header Tab Use Manual/Void Check Entry to enter information for checks manually written. This screen is also where void checks will be entered. 1. Select Entry, Manual/Void Check Entry or the Manual/Void Check Entry icon. Manual/Void Check Entry screen 1. Bank Code: Verify Code A is being displayed. 2. Check Number: Enter the check number. 3. Date: Enter the date of the check or tab to default to today s date. 4. Amount: Enter the amount of the check. 5. Vendor: Select the vendor the check is written to. 6. Tab to get the Detail screen. 5/18/ :49:04 AM 3

4 NOTE: If this is a vendor that has not previously been set up you can set one up on the fly! Type in a vendor ID to be used, tab, select yes to the dialog box, complete the vendor information. The Detail Tab 1. Inv #: Assign an Invoice number. If there is no invoice number then use today s date (If there is an existing invoice, find it using the Lookup Icon ). Note: Providing there is an invoice entered for the vendor, the detail will appear in the Invoice Number Lookup Window. You have the option to copy all invoice detail line items to the check detail by selecting Yes or No. 2. PO #: Not used. 3. Purpose: Enter in the purpose, be as detail as possible, tab. 4. Amount: Enter in the amount of the first line to be paid. 5. Inv Date: Enter in the invoice date. 6. Auth By: Enter in the person authorizing this transaction. 7. GL Acct: Enter in or look up the GL code. 8. Category: Select the appropriate category. 9. Select OK when the line is complete enter more lines as needed. 10. Select Accept when the transaction is complete. 5/18/ :49:04 AM 4

5 11. Close the Manual/Void Check Entry window. 12. Do you want to print the Manual/Void Check Journal? You can print the journal now, or you can print the journal later. 13. Did the Manual/Void Check Journal print OK, and is the data correct? Verify the information and select Yes/No. 14. Do you want to UPDATE the Manual/Void Check Journal? You can update the journal now, or you can update the journal later. 15. You are successful when you receive the update complete notification 5/18/ :49:04 AM 5

6 Voiding Checks Original Voids Original voids you spilled coffee on the check stock and it was never used, you still need to record this into SchoolBooks. 1. Select Entry Manual/Void Check Entry or the Manual/Void Check Entry Icon 2. Enter the Check Number you wish to void 3. Enter today s date - tab 4. Tab through the amount 5. Window - Do you want to void the check? a. Select Yes to void the check b. Select No to continue and use the check. 6. Void Reason Enter the reason you need to void the check. Manual/Void Check Entry screen 1. Bank Code: Select the bank code A. 2. Check Number: Enter the check number. 3. Date: Enter the date of the check. 4. Tab through the amount field. 5. Do you want to void this check? 6. Print and/or update the Journal at this time if you choose 5/18/ :49:04 AM 6

7 Regular Voids Other voids the check was lost in the mail and needs to be voided. 1. Check Number: Enter the check number to be voided. Tab 2. This check has been recorded. Do you want to reverse it?: to reverse the check select Yes. 3. Do you want to recall invoices on this check? a. Select Yes to recall the Invoice(s) and write a replacement check. b. Select No if a new check will not be issued. 4. Print and/or update the Journal at this time if you choose. Finding Payment Information Reports These are several reports that can be used to find out payment status and information: Vendor Check History: This will print a list of checks paid to each Vendor. You can choose to run the detail report and see the PO and Invoice for each check. This report will also indicate if the check has cleared the bank. Cash Disbursement Report: This will print all checks recorded in SchoolBooks in check number order. 5/18/ :49:04 AM 7

8 Maintenance Screen Information You can use the Vendor and GL Account Maintenance screens to view all: Invoices and Checks for any given Vendor: 5/18/ :49:04 AM 8