Ideal Online Documentation

24549 A/P Processing
AP2-02 Cashed Cheque Entry

 

PURPOSE

 

Cashed Cheque Entry is used to post your cheques that have cleared the bank.

 

Cashed Cheque Entry is accessed from:

  • Accounts Payable Month End menu

 

PROCEDURE - BATCH CREATION/ACCESS

 

Select Cashed Cheque Entry from the Accounts Payable Month End menu.

 

You are taken to the batch selection screen. If there is an open batch at this terminal it will be displayed; to create a new batch you must first either update or abort the existing batch (see PROCEDURE - REGISTER PRINTING & UPDATING below).

 

If you are creating a new batch:

 

CURRENCY CODE:

 

Enter the currency code you wish to access.

 

[F4] to exit to menu.

 

AS AT DATE:

 

Enter the date at which you wish to process.

 

[Enter] for current date.

 

[F3] to re-enter the currency code.

 

[F4] to exit to menu.

 

 

BATCH SELECTION SCREEN

┌────────────────────────────────────────────────────────────────────────────────┐
│08/07/96 Tm6             ***** CASHED CHEQUE ENTRY *****                  3PCCI1│
│                                                                                â”‚
│          COMPANY:            01  IDEAL BUILDING SUPPLIES LTD.                  â”‚
│          BATCH NUMBER:       0001                                              â”‚
│                                                                                â”‚
│          CURRENCY CODE:      CN     CANADIAN FUNDS - ()                        â”‚
│          AS AT DATE:         08/07/96                                          â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
** PRESS CR TO CONTINUE; F4 TO END:

 

[Enter] to advance to data entry screen.

 

[F3] to re-enter previous field.

 

[F4] to exit to menu.

 


PROCEDURE - DATA ENTRY

 

Example A/P cashed cheques data entry display:

┌────────────────────────────────────────────────────────────────────────────────┐
│08/07/96                ***** ENTER CASHED CHEQUES *****                        â”‚
│                            FOR CANADIAN FUNDS - ()                             â”‚
│────────────────────────────────────────────────────────────────────────────────│
│CHEQUE  SEQ   DATE    DESCRIPTION                            AMOUNT             â”‚
│────────────────────────────────────────────────────────────────────────────────│
│                                                                                â”‚
│                                                                                â”‚
│────────────────────────────────────────────────────────────────────────────────│
│PRESS F4 TO END OR F5 FOR CHEQUE INQUIRY.                                       â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
PRESS F4 TO END OR F5 FOR CHEQUE INQUIRY.

 

Enter the cheque number you wish to cash.

 

[F4] to end entry.

 

[F5] to display outstanding cheques for selection.

 

 

FIELDS

 

CHEQUE

 

Enter the cheque number you wish to cash.

 

[F5] to display outstanding cheques for selection.

 

SEQ

 

This field is reserved for future use.

 

DATE

 

Displays the date of the cheque.

 

DESCRIPTION

 

Displays the cheque description.

 

AMOUNT

 

Displays the amount of the cheque.

 

** PRESS CR TO CASH CHEQUE; F4 TO BYPASS:

 

[Enter] to cash the cheque.

 

[F4] to not cash the cheque.

 

PRESS F4 TO END OR F5 FOR CHEQUE INQUIRY.

 

You may now exit the program or enter another cheque.

 

 

[F4] to exit the program.

 

[F5] to display outstanding cheques for selection.

 


As you add additional cheques you are given the option to undo:

 

** PRESS CR TO UNCASH CHEQUE; F4 TO BYPASS:

 

[Enter] to undo.

 

[F4] to add another cheque.

 

 

Example A/P cashed cheques data entry display:

┌────────────────────────────────────────────────────────────────────────────────┐
│08/07/96                ***** ENTER CASHED CHEQUES *****                        â”‚
│                            FOR CANADIAN FUNDS - ()                             â”‚
│────────────────────────────────────────────────────────────────────────────────│
│CHEQUE  SEQ   DATE    DESCRIPTION                            AMOUNT             â”‚
│────────────────────────────────────────────────────────────────────────────────│
│001200      08/07/96  DEWERS                               4,500.00 ** CASHED **│
│001201      08/07/96  HOBARTS                                345.00 ** CASHED **│
│001202      08/07/96  ACKLANDS                             3,578.00 ** CASHED **│
│                                                                                â”‚
│────────────────────────────────────────────────────────────────────────────────│
│PRESS F4 TO END OR F5 FOR CHEQUE INQUIRY.                                       â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
PRESS F4 TO END OR F5 FOR CHEQUE INQUIRY.

 

When you have entered all the cheques you want to cash, exit the program.

 

 

[F4] to exit the program.

 

 

PROCEDURE - REGISTER PRINTING & UPDATING

 

After you have completed data entry press F4 to exit. You are taken to the Print Selection menu where you may print the batch register.

 

PRINTER SELECTION & CONFIGURATION

┌────────────────────────────────────────────────────────────────────────────────┐
│08/14/07                *****  PRINTER SELECTION  *****                         │
│                                                                                â”‚
│                                                                                â”‚
│** MAKE SURE PRINTER IS READY BEFORE PRESSING CR .....                          â”‚
│                                                                                â”‚
│1. PRINTER NAME ................................. P1  OKIDATA 390               â”‚
│                                                                                â”‚
│2. CHARACTERS PER INCH ? (10,12,17) ............. 10                            â”‚
│   SINGLE OR DOUBLE DENSITY ? (S,D) ............. S   SINGLE DENSITY            â”‚
│                                                                                â”‚
│** PRESS CR TO SET PRINTER, OPTION# TO CHANGE, F4 TO END (BYPASS): _            â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
** PRESS CR TO SET PRINTER, OPTION# TO CHANGE, F4 TO END (BYPASS):

 

"1" to change printers.

 

"2" to change the CPI and/or print density.

 

[Enter] to print.

 

[F4] to not print and exit to the menu.

 

[F5] to display a list of printers for selection.


After printing the registers you have the following options. If you do not print the registers, the batch options are not available.

 

** ENTER OPTION.....   REPRINT; MORE INPUT; UPDATE; ABORT; END:

 

"R" to reprint the register.

 

"M" to enter additional data into the batch.

 

"U" to update the batch.

 

"A" to abort the batch, all data in the batch is lost.

 

"E" to exit, batch remains open, no data is lost.

 

When you update the batch, cheques that are fully cashed will be removed from the Outstanding Cheques file. This program does not affect either your general ledger or A/P files. When you abort the batch, the Outstanding Cheques file is not affected.

 

 

An example Cashed Cheques Register Printout follows.

  



                                                  IDEAL BUILDING SUPPLIES LTD.
08/09/96  12:23:10                                                                                                     PAGE: 1
                                             CASHED CHEQUES REGISTER - BATCH: CC0001
                                                     FOR CANADIAN FUNDS - ()

---------------------------------------------------------------------------------------------------------------------------------
                                                                                           ORIGINAL         CASHED    OUTSTANDING
CHEQUE  SEQ   DATE    DESCRIPTION 1                   DESCRIPTION 2                         AMOUNT          AMOUNT      AMOUNT
---------------------------------------------------------------------------------------------------------------------------------
001200  00  08/07/96  DEWERS                                                               4,500.00       4,500.00            .00

001201  00  08/07/96  HOBARTS                                                                345.00         345.00            .00

001202  00  08/07/96  ACKLANDS                                                             3,578.00       3,578.00            .00

001203  00  08/07/96  BURNABY OFFICE SUPPLY                                                2,635.00                      2,635.00

001234  00  07/08/96  ACKLA - INV#543211234           PQ0001 - 000007                        214.00                        214.00
                                                                                      -------------  -------------  -------------
REPORT TOTALS:    RECORDS: 6                                                              11,272.00       8,423.00       2,849.00
                                                                                      =============  =============  =============


FIELDS:                                    

CHEQUE              cheque number
SEQ                 reserved for future use
DATE                cheque date
DESCRIPTION 1       cheque description
DESCRIPTION 2       cheque description
ORIGINAL AMOUNT     original amount of cheque
CASHED AMOUNT       amount of cheque actually cashed
OUTSTANDING AMOUNT  difference between original and cashed amounts, if any