CHECKWRITING SCREEN EXPLANATION
CHECK WRITING SCREEN EDIT HELP
CHECK WRITING SCREEN FILE HELP
CHECK WRITING SCREEN TOOLS HELP
Choose Option....1, 2, 3, 4 (/)
Applying a Check to an A/P Bill
Checkwriting Screen - How to Use (/)
Checkwriting Screen - How to Use - Prior to Ver.7 (/)
Printing A List of Bills Selected for Payment
How to Resume A/P Checkwriting after Quitting (/)
Voiding an Accounts Payable Check (/)
<Edit Help . . .> <File Help . . .> Add a line <Ctrl A> New record <Ctrl N> Erase a line <Ctrl E> close lookup <F5> MOVE CURSOR close all lookups<Shift F5> beginning field<Ctrl Home> open lookup <F6> ending field <Ctrl End> alternate lookup <Shift F6> up a page <PgUp> save record <F9> down a page <PgDn> delete record <Shift F9> to first item <Shift Up> selection screen <F10> to end of order <Shift Dn> go to menu bar <Shift F10> exit ABC <Alt-F4> <Tools Help . . .> showGo-to location<Ctrl G> Field Help (Information)<I> run macro <F4> make new macro <Shift F4> <QUESTIONS about . . .>
CHECKWRITING SCREEN EXPLANATION
The checkwriting screen is used to select bills for
payment, make partial payments, and to print checks for
the selected bills.
CHECK WRITING SCREEN EDIT HELP
<Ctrl A> Add a blank line at the cursor, pushing down any
lines that are below. This only works in repeating fields.
<Ctrl E> Erases the line where the cursor is and moves up any lines that are below. This only works in the repeating fields.
<Ctrl Z> Undo present changes to line cursor is on.
<Crtl Home> Moves the cursor to the beginning field on the screen from any location.
<Ctrl End> Moves the cursor to the ending (non-repeating) field on the screen from any location.
<Page Up> Move the cursor up one screen at a time when the cursor is in the repeating fields. Any where else on the screen, place the cursor on the top line of the repeating fields.
<Page Down> Move the cursor down one screen at a time when the cursor is in the repeating fields or to the next available line.
<Shift Up-Arrow> Move cursor to the first line of the currently loaded record.
<Shift Down-Arrow> Move cursor to the last line of the currently loaded record.
CHECK WRITING SCREEN FILE HELP
<Ctrl N> Clear the screen, without saving or unsaving the
current record, and set the reference number to the next
available number.
<F5> exit lookup <Shift F5> close all lookups
<F6> open lookup <Shift F6> alterate lookup
<F9> save record <Shift F9> delete record
<F10> selection screen <Shift F10> go to menu bar
<Esc> Exit one level <Alt-F4> exit ABC
CHECK WRITING SCREEN TOOLS HELP
<Ctrl G> You will receive a message telling you what entry
location and field number your cursor is at. Type in the
number of the entry location you want your cursor to be
moved to and press enter, and your cursor will be moved to
that location.
<F4> Start macro from the line the cursor is on. Press <Shift F4> Record macro. Press <Shift F3> calculator. Use + to add and total and - to
subtract. Use / to divide and * to multiply. Use ) to
clear and ( for off. Use = or
Choose Option....1, 2, 3, 4 (/)
Here is an explanation of the four options:
Option 1 - Create List of Bills to Pay
If you type 1, the computer generates a list of
vendors with the amount owed to each vendor. Total
amount owed is displayed at the top of the screen.
The computer divides the amounts between 2 columns,
Future Column and Due Column, depending on the
Pay-to-Date, set in the top part of the screen.
The Future Column lists all open amounts that have Due
Dates and Discount Dates after the Pay-to-Date.
The Due Column lists all open amounts that have Due
Dates or Discount Dates on or before the Pay-to-Date.
The Disc Column lists the Discounts that are earned if
a bill is paid using the current Check Date. A
discount is earned if the Check Date is on or before
the Discount Claim Date.
NOTE: If you make a change to an A/P Bill, or if you
change any of the Dates at the top of the Check Writing
screen (/) after Option 1 was chosen, you must choose
Option 1 again to update the information on the Check
Writing screen.
Option 2 - View\Edit Previous Selections
If you have chosen Option 1 but not Option 3, the
computer defaults to Option 2. You can review the list
of open payables and make any changes that you wish,
before printing checks.
To view the indivdual bills from all vendors, press
If you press "*" on the TOTAL TO BE PAID line, all
open bills will be selected for payment, whether they
are due or not. (Even those with an "N" in Pay Code.)
If you type a "*" on a line that has a vendor's name,
all open bills for that vendor will be selected for
payment. If you type a "*" on a line that has a bill
with separate serial # items, all the items on that
bill will be selected for payment.
A "+" works the same way as a "*", except that it only
selects open bills that have a Due Date or a Discount
Date that is on or prior to the Pay-to-Date. In other
words, the "+" selects bills that are due, or that you
need to pay by a certain date, in order to get a
discount. (Bills with an "N" in the Pay Code will not
be selected.)
A "/" clears bills from the Payment list. If you type
a "/" on the TOTAL TO BE PAID line, you get a message,
"Are all bills to be Cleared?". Press "Y" if that is
what you want to do. To clear a certain vendor's
bills, press "/" on the line with the vendor's name To
clear a single bill or item, press "/" on the bill or
item line.
To make a partial payment on a bill, type the amount
you want to pay in the Payment column.
You can take a discount on an invoice by typing an
amount in the DisTaken column.
When you are done with option 2, having selected what
payments are to be made, use Option 3 - Generate Checks
After selecting bills to be paid with option 2, the
computer defaults to Option 3. When you are ready to
print checks, use Option 3. A message appears, "Do you
have checks in the printer, and are you ready to
print?". Press "Y" for yes. After one check is
printed, there is a message, "(Q)uit, (1) Print one
more, or
If you press Q, the computer will quit printing
checks. It will not delete the remaining selection of
bills. To print the rest of the checks, choose option
3 again.
If you press 1, the computer will print one more
check, then repeat the above message.
If you press When the computer is done printing checks, it will display
a total of the checks it printed.
Option 4 - Print reports for checks with full stubs
When a check is used to pay A/P bills or serial number
items, the computer lists the bills or items on the
check stub. There is room on the stub to print about
35 bills or items. If there are more bills or items
paid with one check than what fit on the stub, you can
use Option 4 to print a report listing the bills or
items that were paid with the check. (Report 2-36,
BILL/SERIAL# INFO FROM CHECKS, can also be used to
print this information.)
Starting Check # (/)
If a ledger number is specified in the Payroll & A/P
Ledger # on the System Setup screen (#) the computer will
check which next available number is the highest--the
Paycheck Entry screen (P) or the Ledger screen (L). The
computer will set the next available check number
according to this. If Payroll & A/P Ledger # is not
specified, the computer will use the next available number
on the Ledger screen (L).
Discount Claim Date (/)
If you enter a Discount Claim Date that is prior to the
check date, the computer will use that date instead of the
check date to calculate discounts. This allows you to
override a vendor's discount terms as setup in the
computer.
By default, the Discount Claim Date is the same as the
program date.
Check Date (/)
By default, this date is set to the Program date.
Pay-To Date (/)
Bills with "Y" or nothing in Pay Code will be selected if
the next Discount or Due Date is on or before the Pay-To
Date. Bills with "P" in Pay Code will be selected to pay
whether they are due or not. Bills with "N" in Pay Code
will not be selected for payment, even if they are due.
By default, this date is set to the Program date.
Ledger Number (/)
Enter a number from 3 to 7 to indicate which checking
account to use. This refers to the bank accounts which are
set up in the System Setup screen (#). If the one you
specify is not set up, an error message will appear.
The computer will display the account name and set
Starting Check # to the next available number in the
specified account. If a ledger number is specified in the
Payroll & A/P Ledger # on the System Setup screen (#) the
computer will check which next available number is the
highest--the Paycheck Entry screen (P) or the Ledger
screen (L). The computer will set the next available check
number according to this. If Payroll & A/P Ledger # is not
specified, the computer will use the next available number
on the Ledger screen (L).
Applying a Check to an A/P Bill
1. On the A/P Checkwriting screen (/), enter the check
# in the Starting Check# field, that you want to apply
to the bill.
2. Press Y when the message comes up that the check #
is already used asking if you want to replace it.
3. Press Y when the message comes up "Only one check
will be printed. Is this OK?".
4. Choose Option 1 which takes you to the screen
listing all open A/P bills.
5. Press 6. Select the desired bill by placing the cursor on
the same line as the bill and pressing *. (If the
check is a partial payment of the bill, type the check
amount in the Payment column on the same line as the
bill and press 7. Press 8. Choose Option 3, and press
9. Press Y when the question "Do you have checks in the
printer and are you ready to print?" appears. NOTE: No
check will actually be printed.
The computer applies the check to the bill, making sure
that the G/L #'s on the check match the G/L #'s on the A/P
bill. If the G/L #'s were different, it changes the check
G/L #'s. If the check had a remark entered on it, the
remark on the first line is preserved, and the other
remarks are cleared.
NOTE: A check can be applied to a number of bills from the
same vendor. The total applied to bills must agree with
the check total.
Checkwriting Screen - How to Use (/)
1. Press 2. Choose the ledger you want to use for printing checks.
Either, press 3. Make sure that the Starting Check # agrees with the
check in your printer. If it is, press
4. Press 5. Enter the Pay-to-Date if different than the check date.
The computer uses this date to determine whether bills are
due. A bill is due if it has Y or P or nothing in PayCode
and if the Discount Date or Due Date on the Bill is on or
before the Pay-To Date. (Bills marked with P in PayCode
are paid whether due or not. Bills marked with N in
PayCode are not paid, unless specifically chosen for
payment. Bills with Y or nothing in PayCode are paid if
due.)
6. You may change the Discount Claim Date if you want to
take a discount even though the check date is after the
Vendor's discount date. Normally the computer uses the
check date to determine whether you get a discount when
paying a vendor's bills. If you enter a Discount Claim
Date that is prior to the check date, the computer will
use that date instead of the check date to calculate
discounts. This allows you to override a vendor's discount
terms.
7. After the dates are set, choose option 1 to create a
list of open bills.
8. The computer lists all vendors that have open bills.
Use
9. Select all due bills by pressing "+" on the top line.
Select all due bills for a vendor by pressing "+" on the
line with the vendor's name. Select all the serial # items
on a bill that is due by pressing "+" on the line with the
bill #. Use "*" to select all open bills. Bills can also
be selected individually by typing the amount to be paid
in the Payment column.
10. Exit the bill list by using 11. Press
Checkwriting Screen - How to Use - Prior to Ver.7 (/)
If YOU want to select the bills to be paid follow these
steps:
1. Press F10 and then /.
2. Press ENTER to accept the check ledger # or type the
correct ledger # and press ENTER.
3. Make sure that the Starting Check # is the same as the
check in the printer. If it is, press ENTER or correct it
and press ENTER. (You will not be able to use a check #
that the computer has already printed.)
4. Press ENTER to accept the Check Date, or type in the
date you want to appear on the checks.
5. Press ENTER to accept N for Auto-Pay.
6. If you want to list the unpaid bills from ONE vendor,
type the vendor code and press A. You may delete from the list any bills that you do
not want to pay at this time, by pressing the spacebar
at the bill number and pressing B. When you're ready to print a check, press
7. If you want to enter individual bills to pay from ANY
vendor, do not type in a vendor code, but press A. Type the reference numbers of the bills you want to
pay, pressing ENTER after each one.
B. When you are ready to print checks, press C. If there is more than 1 check to print, after
printing the first check the computer gives 3 options:
press Q to Quit, 1 to print one more check or press
If you want THE COMPUTER to select the bills to be paid
follow these steps:
1. Press 2. Press 3. Make sure that the Starting Check # is the same as the
check in the printer. If it is, press 4. Press 5. Type a Y for Auto-Pay.
6. Type the date you want the computer to use to select
bills for payment.
7. Press 8. If there is more than 1 check to print, after printing
the first check the computer gives 3 options: press Q to
Quit, 1 to print one more check or press
If you wish to see which bills will be paid by the
computer, press Bills marked with a P in PayCode are paid whether they're
due or not. Bills marked with an N in PayCode are not
paid. Bills marked with a Y in PayCode are paid if they
are due.
Printing A List of Bills Selected for Payment
You can also print to the Word Processor with W or to the
Hard Disk with D. For more help see the paragraphs on
PRINTING TO THE WORD PROCESSOR and PRINTING TO THE HARD
DISK accessed from the Report Generator Screen. From the
F10 Screen, select one of the Reports screens and any
report. When you get to the Report Generator Screen, press
You can see the same information on the screen by
pressing< W >.
Printing Checks (/)
Make sure the printer is ready before pressing Y in
response to the question, "Are you ready to print
checks?".
The following form numbers are checks that are compatible
with ABC Accounting: Form # 9025 and # 9085 (laser) from
Advanced Business Computers, form # 91004 and # 81004
(laser) from Deluxe and form # 9025 and form # 9085
(laser) from NEBS. Position the first check the same way
that invoices and statements are positioned.
The computer will sort the invoices in alphabetical order
by vendor code and print a check for each vendor. Checks
will be numbered sequentially, beginning with Starting
Check #, and will be saved in the ledger indicated by
Ledger #. The bank balance will be updated, as well as
Payment Date and Check Number on each invoice being paid.
The Discount Amount on an invoice will be taken if the
Discount Date on that invoice is on or after the Discount
Claim Date on the checkwriting screen.
Invoice numbers, amounts and serial # items, will be
printed on the check stubs. If there are too many to fit
on a stub, the computer will print the message, "Plus
other invoices not shown".
Checks with amounts that are negative will be skipped. A
check with a zero amount will be processed and an
adjustment to G/L will be entered with a decimal (.)
reference number after the last previously processed
check. This way bills and credits that are equal can then
be entered into the General Ledger.
After printing the first check, the computer will ask,
"(Q)uit, (1)Print one more, or
If you press Q, the computer will quit printing checks. It
will not delete your remaining selections of invoices to
pay, so that you can resume without retyping them. This is
explained under "How to Resume A/P Checkwriting after
Quitting."
If you press 1, the computer will print one more check,
then repeat the above question.
If you press When the computer is done printing checks, it will display
a total of the checks it printed.
How to Resume A/P Checkwriting after Quitting (/)
1. Press 2. Move your cursor to the Choose option field.
3. Choose option 3.
4. The computer asks if you are ready to print checks.
5. When you press "Y", the computer will continue
printing checks.
Voiding an Accounts Payable Check (/)
1. Go to the G/L Ledger Selection screen (-) and
select the appropriate ledger.
2. In the Check # field, enter the number of the check
to void. Make sure the check that appears is the one
you wish to void.
3. Press
This re-opens the affected A/P Bills. You may void more
than one check if you wish.
To re-run a check, go to the Check Writing screen (/) and
reselect the invoices to pay. If you interrupted
checkwriting previously, you can save some typing by
resuming as explained under "How to Resume A/P
Checkwriting after Quitting."
The computer automatically inserts the option number you
are most likely to use. If it IS the one you want, press
This number is preset, as explained below, but must be
checked to make sure it matches with the actual number of
the first check in the printer. Checks will be numbered
sequentially, starting with this number.
Normally the computer uses the check date to determine
whether you get a discount when paying a vendor's bills.
Sometimes you may want the computer to claim a discount
that would not be calculated because the check date is
after the discount date.
Enter the date to be printed on the checks. The
computer uses this date to determine discounts,
unless the Discount Claim Date is set to an
earlier date. In that case, the computer uses the
Discount Claim Date to determine discounts.
This is the date the computer uses to select the Bills to
be paid. A Bill is selected for payment if the next
Discount or Due date is on or before the Pay-To Date. Also
in order to be selected, the bill must not have "N" in the
Pay Code on the A/P Bill screen (B).
This field may be set by default from System Setup Screen
2 (&).
Sometimes a check is entered into the computer before the
A/P bill was entered. Follow these steps to apply the
check to the bill.
Here's how to use the Checkwriting Screen (/).
The checkwriting screen is used to pay bills that have
been entered on the "B" screen.
On the A/P Checkwriting screen (/), after bills have been
selected for payment, you can list just the selected bills
by pressing
If you pressed Q to quit printing checks, you can resume
printing checks without reselecting the remaining invoices
you had chosen to pay. To do this, use the following
steps:
If an Accounts Payable check has been printed incorrectly,
follow these steps to void it and print a new one: