Expense Entry

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Bank Register:

Enter a valid bank register number for the bank account on which the "check" will be written.

Check Number:

To edit an existing check enter the check number in this field and press enter.

To enter a new check select 'New' from the File menu, click on the New button on the tool bar, press the key combination Ctrl-N, or leave the field as zero and press enter. When creating a new check you will be asked, "Do you want to create a new normal check?". If yes, then the next check number will be entered in the check number field. If no, you will be asked, "Do you want to create a bank draft using a 'deposit number'?". If yes, then the next 'deposit number' will be entered in the check number field allowing you to enter bank drafts and other "non-check" checks.

To use a check number which was "skipped" enter the number in the field and press enter. If the number doesn't exist, you will be asked, "The check number entered doesn't exist. Do you want to use this number to create a new expense entry?". If yes, you will be able to create a new expense entry using this number. If no, you will be returned to the check number field.

Vendor Code:

Enter a valid vendor code. Upon entering a valid vendor code the name (Pay to the Order of), address, and phone numbers will be displayed. This information cannot be changed on this screen. It is displayed to allow the user to see if changes are needed to the vendor's information. Changes can be made in the Vendor Information screen.

To add a NEW vendor, enter the new vendor code and then click on the Plus Button next to the Vendor Code field. This will run the Vendor Entry program.

Date:

Enter the date of the check.

Enter the amount of the check.

Line Items Grid: The system allows a check to be allocated to up to 300 G/L accounts or line items. Only four of these items are displayed at any one time. If there are items above or below the currently displayed items an Up and/or a Down button is displayed to the right of the grid.

G/L Account   Enter the general ledger account to be associated with this line item. This is usually an expense account.

Fund Account   This is the fund account tied to the expense account entered in the G/L Account field. If the G/L account isn't an expense account, this field will contain the 'owner' (if any) of the G/L account entered.

Description   This field defaults to the G/L description. It can be changed to make the line item more meaningful.

Amount   Enter the amount of the total amount to be allocated to the specified G/L Account.

1099   Indicate whether or not this line item is to be included on a 1099.

EXAMPLES:

1. Checks to reimburse for items purchased, such as Sunday School materials, should not be included on a 1099.

2. Checks for services rendered should be included on a 1099.

G/L Desc:   This displays the general ledger account description for the current grid line.

Fund Desc:   This displays the fund account description for the current grid line.