Use the Checks and Deposits tab to record or edit checks and deposits in the general journal or in another selected journal. Enter debit amounts as positive numbers. The program automatically treats negative amounts as credits. When entering an amount, enter the decimal manually unless you have selected the Implied decimal on amounts option in the Setup > User Preferences dialog.
Choose Transaction Entry from the Tasks menu and then click the Checks and Deposits tab.
CBS transactions that have been retrieved into Accountant's Assistant will appear in the Transaction Entry window.
Use this grid to record checks or deposits. Click the Add or Edit button to make the grid active. (You may change the order of columns in this grid by choosing Options from Edit menu or from the F3 context menu. In the Transaction Options dialog, click the Columns tab.)
Reference
Required field. Enter a reference of up to 9 alphanumeric characters. You can add an optional decimal point and up to 7 digits after the decimal as long as the total number of characters including the decimal is no greater than 9.
- Checks can only use Reference numbers without decimals; no alpha characters are allowed. Set the starting check number (100, for example) in the General Ledger tab of the File > Client Properties dialog; the program automatically assumes that a Reference equal to or greater than that number indicates a check.
- To speed data entry when you are entering checks, the program automatically increments the reference number by 1 for each check you enter.
- To speed data entry when you are entering deposits, the program automatically duplicates the deposit reference (as defined in the General Ledger tab of the File > Client Properties dialog).
Date
Enter the check date in MMDDYY format. If you selected one of the date field options in the Transaction Options dialog, the program will enter all or part of a date for you.
Account/Vendor
Enter the account or vendor to which you want the check or deposit posted, or press F4 to select from a list of previously defined accounts and vendors. If you enter an account number or vendor ID that does not exist, the program will ask you if you want to add it. Options exist to autofill in the vendor ID and/or description.
Note: Vendors are not available unless a payroll module has been selected for the client.
Amount
Enter the amount of the check. Enter debits as positive amounts. The program treats negative amounts as credits, so you must press the minus (-) sign when you enter a credit. Enter the decimal manually unless you have selected the Implied decimal on amounts option in the Setup > User Preferences dialog.
Description
You may enter a description of up 120 characters for the entry. If you selected one of the description field options in the Transaction Options dialog, the program will enter a description automatically. If you leave this field blank but have not marked the option to leave the description field blank, the program automatically copies the description from the previously entered transaction.
1099 Item
Optional column. To display the optional 1099 Item column, choose Edit > Options and mark the Enter 1099 items for checks checkbox on the Data Entry tab of the Transaction Options dialog.
Enter any additional distributions here.
- For a check or deposit, simply enter the distribution(s).
- For a non-check or non-deposit transaction, the total of all distributions must balance to zero. The program will automatically offset your entry in the Amount field with a balancing entry in the first line of the Distributions grid. If you leave the balancing amount blank in the first line of additional distributions, the program will automatically enter the balancing amount on the next line.
Account
Enter the account number or choose the account from the drop-down list. If necessary, you may add a new account on the fly.
Amount
Enter the amount of the distribution. Enter debits as positive amounts. The program treats negative amounts as credits, so you must press the minus ( - ) sign when entering a credit. Enter the decimal manually unless you have selected the Implied decimal on amounts option in the Setup > User Preferences dialog.
Description
You may enter a description of up 120 characters for the entry. Options exist to have the program automatically fill in a description. If no options are selected, this field defaults to the description from the previous line.
1099 Item
Optional column. To display the optional 1099 Item column, choose Edit > Options and mark the Enter 1099 items for checks checkbox on the Data Entry tab of the Transaction Options dialog.
Shows the program-calculated total for the current transaction, including any distributions.