Enter Transactions screen - AP checks

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Use AP check transactions to record checks that are written as prepayments to a 1099 vendor or trade vendor.


  • You can modify or delete unprinted AP check transactions at any point, but you cannot void or reverse them. Once an AP check has been printed, you cannot edit the check details, but you can modify the distributions.
  • When you press TAB (or ENTER, if you marked the Use Enter key to move between fields checkbox in the System tab of the Setup > User Preferences dialog) in the ID field, the application automatically enters the ID from the last saved transaction. If you do not want to repeat the ID from the last saved transaction, you can enter or select a new ID, press CTRL+Spacebar on your keyboard to leave the field blank and move to the next field, or disable the auto-filling behavior by marking the Do not auto-fill values from previous transaction checkbox in the Edit > Options dialog .
  • The application automatically uses the date from the last saved transaction for subsequent transactions, but you can override that date as necessary.

Choose Actions > Enter Transactions, select AP check from the Type drop-down list.

Tabbed pages in this screen

(Cash-basis clients only) This tab is available if there are any payables applied to this AP check. The tab displays a summary of the payable application distributions. You cannot modify the information in this tabbed page.

If you selected an accounts payable GL account in the Accounts Payable tab of the Setup > Vendors screen, the application includes a row in this grid for each unique 1099 form/box selection in the Distributions tab of the Setup > Vendors screen and replaces the distribution accounts with that AP account.

If you did not select an accounts payable GL account in the vendor record, the application uses the distributions exactly as they are entered in the Distributions tab of the vendor record.

Note that if you select a GL account that is associated with a bank account, the application will automatically create a corresponding proxy transaction.

By default, the application displays the vendor's mailing address (the address for which the Mailing address checkbox is marked in the Main tab of the Setup > Vendors screen), but you can click the Selection button button next to the first field to select the a different address.

This tab displays all payable applications that have been applied to this AP check. To view detailed distribution information, click the Ellipsis button button in the grid to open the Applied Payable Distributions dialog.

To unapply a payment, mark the checkbox next to the payment to unapply, and then click the Unapply selected button. Note that the application does not actually unapply the payment until you click the Enter button to save the transaction. To cancel the unapply, click Cancel at any time prior to clicking the Enter button.

This tab displays the direct deposit allocation information, as set up in the Direct Deposit tab of the vendor record. You cannot modify the information in this tabbed page.

Enter miscellaneous information that may be helpful when you are reviewing check transactions. If you enter any information in this tab, the application displays an icon in the Notes Note icon column for the transaction.

This tab displays the date and time that an action was taken on the selected AP check and the ID and name of the staff person who took the action. Recorded events include adding, finalizing (entering as handwritten, changing to handwritten, or printing), and voiding the transaction.

Fields & buttons

If you set up any transaction templates for AP checks, you can select the applicable template from the drop-down list to have the application enter the default information that is included in the template. You can override any of the default information, as necessary.

Mark the checkbox if this is a handwritten check, and then enter the check number in the field below.

Handwritten check transactions represent physical checks that were written from the selected bank account and that need to be recorded in Accounting CS to ensure that the balance in Accounting CS matches the actual bank balance.

Enter the AP check date. If this is a handwritten check, you must enter a date.

The vendor ID is required for AP checks. The drop-down list in the ID field includes the vendor ID and name for all 1099 and trade vendors that were set up in the Setup > Vendors screen. When you select a vendor, the application populates the Payee field with the vendor name.

An amount is required, although you do not need to enter it yourself. If you do not enter an amount, the application sums the distribution amounts and enters that number in this field.

Enter text to print on the check's Memo line.

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