IdealWare Online Users Manual

DC2-01 D/M Processing
15015 Cashed Cheque Entry

 

PURPOSE

 

The Cashed Cheque Entry program enables you to clear cheques generated by your Demand Cheque and A/P systems. Whenever you generate a cheque, whether by the Demand Cheque or A/P systems, an entry is added to the outstanding cheques file. This program removes entries from the file. The A/P and G/L are not affected.

 

Generally, the Cashed Cheque Entry program is used as part of your bank reconciliation procedures, enabling you to remove cheques from your outstanding file corresponding to the cheques cleared by the bank. This can be accomplished either as part of your month end processing when you receive the bank statement, or more frequently if you have internet access to your bank account information.

 

Cashed Cheque Entry is accessed from:

  • Cheque Processing Menu
  • Accounts Payable Month End Menu

 

PROCEDURE - BATCH CREATION/ACCESS

 

Select Cashed Cheque Entry from either the Cheque Processing or Accounts Payable Month End Menu. 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).

 

If you are creating a new batch:

 

BATCH SELECTION SCREEN

┌────────────────────────────────────────────────────────────────────────────────┐
│09/27/07 TF5            ***** CASHED CHEQUE ENTRY *****                  3PCCI1 â”‚
│                                                                                â”‚
│          COMPANY:            99  The Ideal Law Firm                            â”‚
│          BATCH NUMBER:       0015                                              â”‚
│                                                                                â”‚
│          BANK ACCOUNT:                                                         â”‚
│          AS AT DATE:                                                           â”‚
│          DISPLAY MODE                                                          â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
COMPANY

 

Displays the company you are working in.

 

BATCH NUMBER

 

Defaults to the next available batch number, no input required.


BANK ACCOUNT:

 

Enter the bank account to clear cheques.

 

[F5] to display list of bank account codes for selection.

 

AS AT DATE:

 

This is the ending date of the period you wish to reconcile. Typically, it corresponds to the previous month end to match your current bank statement. Although you can select any date you wish, for instance if you are performing weekly or daily reconciliations with your online banking information.

 

 

Enter the desired cutoff date.

 

[Enter] for the current system date.

 

Cheques with a date past the date entered here can not be cleared, nor will they display in the batch, although all cheques in the outstanding file can be viewed using the F5 inquiry option.

 

 

[F3] to return to the previous field. 

 

DISPLAY MODE S

 

[Enter] to accept the default value "S".

 

"S" for short mode, 1 line per cheque.

 

"L" for long mode, 2 lines per cheque.

 

[F3] to return to the previous field. 

 

When you have completed the batch header fields the following prompt is displayed:

 

Example Cashed Cheque Entry Header display:

┌────────────────────────────────────────────────────────────────────────────────┐
│09/27/07 TF5            ***** CASHED CHEQUE ENTRY *****                  3PCCI1 â”‚
│                                                                                â”‚
│          COMPANY:            99  The Ideal Law Firm                            â”‚
│          BATCH NUMBER:       0015                                              â”‚
│                                                                                â”‚
│          BANK ACCOUNT:       GEN1G  ROYAL BANK GENERAL ACCT-GRANV. - (GEN1G)   â”‚
│          AS AT DATE:         09/27/07                                          â”‚
│          DISPLAY MODE        S  SHORT                                          â”‚
│                                                                                â”‚
│** PRESS CR TO CONTINUE, F3 TO RE-ENTER, F4 TO END: _                           â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
** PRESS ENTER TO CONTINUE; F3 TO RE-ENTER; F4 TO END:

 

[Enter] to continue to data entry.

 

[F3] to return to the previous field.

 

[F4] to exit to menu.

 

The information entered is discarded, no batch is created and the batch number remains available for use.

 

 


PROCEDURE - DATA ENTRY

 

You may find it useful to print a register of all outstanding cheques before you begin your reconciliation. To do so, simply press F4 from the data entry screen before you cash any cheques. Then at the next prompt select "Print cashed cheque register with full list of outstanding cheques". After printing the register select More Input from the batch options prompt and press [Enter] at the batch header to return to the data entry screen.

 

 Example Cashed Cheques Data Entry display:

┌────────────────────────────────────────────────────────────────────────────────┐
│09/27/07                ***** ENTER CASHED CHEQUES *****                        â”‚
│                  FOR ROYAL BANK GENERAL ACCT-GRANV. - (GEN1G)                  â”‚
│────────────────────────────────────────────────────────────────────────────────│
│CHEQUE  SEQ   DATE    DESCRIPTION                           AMOUNT  BATCH       â”‚
│────────────────────────────────────────────────────────────────────────────────│
│_______                                                                         â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│────────────────────────────────────────────────────────────────────────────────│
│F1=ENTER RANGE, F2=SCAN CHEQUES TO 09/27/07, F5=CHEQUE INQUIRY, F4 TO END.      â”‚
│Enter '.' after cheque# to bypass formatting (the period will be dropped).      â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
F1=ENTER RANGE, F2=SCAN CHEQUES TO 09/27/07, F5=CHEQUE INQUIRY, F4 TO END.

 

Enter cheque number to cash.

 

When you are reconciling from a bank statement the simplest procedure is simply to enter each cheque as it appears on the statement. When you are reconciling from internet data, simply enter the cleared cheque numbers as they appear in the account display.

 

 

"." after cheque # to prevent autoformatting to 6 digits.

 

If you use special cheque numbers or numbers that have less than 6 digits, enter "." after the cheque number to prevent the program from automatically padding the number to 6 digits with leading zeros. Typically, you will use unique cheque numbers and the following prompt will display.

 

 

** PRESS CR TO CASH, F4 TO BYPASS: __
There is only one cheque with this number and it hasn't been cashed.

 

[Enter] to cash cheque.

 

[F4] to not cash cheque.

 

If you enter a cheque number that you have already cashed the following prompt will display.

 

 

** PRESS CR TO UNCASH, F4 TO BYPASS: __
There is only one cheque with this number and it has been cashed.

 

[Enter] to uncash cheque.

 

[F4] to not uncash cheque.

 

The A/P system allows you to use duplicate cheque numbers and if you enter a cheque number here that includes multiple cheques and you have not yet cashed any of them the following prompt will display:

 

 

** C=CASH ALL, F1 TO DISPLAY DETAILS, F4 TO BYPASS: __
There are multiple cheques with this number and none have been cashed.

 

"C" to cash all cheques with the entered cheque number.

 

The cheques are cashed and you are returned to the main prompt.

 

 

[F1] to display all cheques with the entered cheque number.

 

Select this option if you wish to cash only some of the duplicate cheques. The cheques are displayed and you have the option of cashing any or all.

 

 

Example Duplicate Cheque Number display:

┌────────────────────────────────────────────────────────────────────────────────┐
│────────────────────────────────────────────────────────────────────────────────│
│CHEQUE  SEQ   DATE    DESCRIPTION                           AMOUNT  BATCH       â”‚
│────────────────────────────────────────────────────────────────────────────────│
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│*SC         Jul31/07  BANK US - SERVICE CHARGE               24.90  PI5336      â”‚
│*SC     00  Jul31/07  BANK US - SERVICE CHARGE                9.50  PI5336      â”‚
│*SC     01  Jul31/07  BANK US - ITEMS DEP FEE                 1.12  PI5336      â”‚
│*SC     02  Jul31/07  BANK US - STMT PREP FEE                 5.00  PI5336      â”‚
│*SC     03  Aug31/07  BANK US - SERVICE CHARGE                3.80  PI5395      â”‚
│*SC     04  Aug31/07  BANK US - ITEMS DEP FEE                  .48  PI5395      â”‚
│*SC     05  Aug31/07  BANK US - STMT PREP FEE                 5.00  PI5395      â”‚
│                                                                                â”‚
│────────────────────────────────────────────────────────────────────────────────│
│** ENTER SEQ# TO CHANGE, C=CASH ALL, F4 WHEN DONE: __                           â”‚
│There are multiple cheques with this number and none have been cashed.          â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
** ENTER SEQ# TO CHANGE, C=CASH ALL, F4 WHEN DONE: __
There are multiple cheques ... number and none have been cashed.

 

Enter sequence number of first cheque to cash.

 

The specified cheque is cashed and you are returned to this prompt where you have the option of cashing additional cheques.

 

 

** ENTER SEQ# TO CASH/UNCASH,C=CASH ALL,U=UNCASH ALL,F4 WHEN DONE:

 

Enter sequence number of additional cheques to cash or uncash.

 

After each selection, you are returned to this prompt. When you are finished selecting cheques, press F4.

 

 

[F4] when finished selecting cheques to cash or uncash.

 

You are returned to the main prompt.

 

 

"C" to cash all cheques with this number.

 

All cheques are cashed and you are returned to the main prompt.

 


"U" to uncash all cheques with this number.

 

All cheques are uncashed and you are returned to the main prompt.

 

 

[F4] when finished selecting cheques to cash.

 

Select F4 when you have completed entering all cheques you wish to cash, or you wish to not cash any. You are returned to the main prompt.

 

 

"C" to cash all displayed cheques.

 

All cheques are cashed and you are returned to the main prompt.

 

 

[F4] to not cash any of the cheques.

 

If you enter a cheque number with multiple cheques and you have already cashed all, the following prompt will display.

 

 

** U=UNCASH ALL, F1 TO DISPLAY DETAILS, F4 TO BYPASS: __
There are multiple cheques with this number and all have been cashed.

 

"U" to uncash all cheques with the entered cheque number.

 

[F1] to display all cheques with the entered cheque number.

 

The following prompt displays.

 

 

** ENTER SEQ# TO CHANGE, U=UNCASH ALL, F4 WHEN DONE WITH CHEQUE: __
There are multiple cheques with this number and all have been cashed.

 

Enter sequence number of first cheque to uncash.

 

The specified cheque is uncashed and you are returned to this prompt where you have the option of uncashing additional cheques.

 

 

[F4] when finished selecting cheques to uncash.

 

You are returned to the main prompt.

 

 

"U" to uncash all cheques.

 

All cheques are uncashed and you are returned to the main prompt.

 

 

[F4] to not uncash any of the cheques.

 

If you enter a cheque number with multiple cheques and you have already cashed some but not all, the following prompt will display.

 

 

** C=CASH ALL, U=UNCASH ALL, F1 TO DISPLAY DETAILS, F4 TO BYPASS: __
There are multiple cheques with this number and some have been cashed.

 

"C" to cash all cheques with the entered cheque number.

 

All cheques are cashed and you are returned to the main prompt.

 


"U" to uncash all cheques with the entered cheque number.

 

All cheques are uncashed and you are returned to the main prompt.

 

 

[F1] to display all cheques with the entered cheque number.

 

The following prompt displays.

 

 

** ENTER SEQ# TO CASH/UNCASH, C=CASH ALL, U=UNCASH ALL, F4 WHEN DONE:
There are multiple cheques ... number and some have been cashed.

 

Enter sequence number of first cheque to cash or uncash.

 

The specified cheque is cashed or uncashed and you are returned to this prompt where you have the option of selecting additional cheques.

 

 

[F4] when finished selecting cheques to cash or uncash.

 

You are returned to the main prompt.

 

 

"C" to cash all cheques.

 

All cheques are cashed and you are returned to the main prompt.

 

 

"U" to uncash all cheques.

 

All cheques are uncashed and you are returned to the main prompt.

 

 

[F4] to not cash or uncash any of the cheques.

 

[F1] to enter a range of cheque numbers to process.

 

After entering a range, you have the option to cash, uncash or reverse cheques within the range.

 

 

** STARTING CHEQUE NUMBER: ______

 

Enter cheque number to begin range.

 

[F3] to re-enter previous field.

 

[F5] to display list of outstanding cheques for selection.

 

** ENDING CHEQUE NUMBER: ______

 

Enter cheque number to end range.

 

[F3] to re-enter previous field.

 

[F5] to display list of outstanding cheques for selection.

 

** C=CASH ALL, U=UNCASH ALL, R=REVERSE ALL, F4 TO BYPASS:

 

"C" to cash all cheques within range.

 

"U" to uncash all cheques within range.


"R" to reverse all cheques within range.

 

Cheques that have been cashed will be uncashed, cheques that are uncashed will be cashed.

 

 

[F2] to scan cheques to cutoff date.

 

** ENTER STARTING CHEQUE (FOLLOWED BY CR OR F1):

 

Enter cheque number to start.

 

[Enter] after cheque # to display a single cheque.

 

[F1] after cheque # to display all cheques with the same number. 

 

You can use the combination of F2 and F1 to display and select ranges of cheques to cash.

 

 

[F3] to return to batch header screen.

 

If you use F2 to scan cheques the unselected cheques remain in the data entry display. Select F3 to clear the display. At the batch header, press [Enter] to return to the data entry screen.

 

 

[F5] to display complete list of outstanding cheques for selection.

 

[F4] to end data entry.

 

The register printing options are displayed.

 

 

 

PROCEDURE - REGISTER PRINTING & UPDATING

 

When you press F4 to end data entry the following options are displayed:

 

(1) Print cashed cheque register with full list of outstanding cheques
(2) Print cashed cheque register showing cashed cheques only
(3) Skip register and just update batch
(4) Skip register and just abort batch
** ENTER SELECTION (ENTER=''):

 

"1" to print register showing all outstanding cheques.

 

"2" to print register showing only cashed cheques.

 

"3" to not print register and update batch.

 

"4" to not print register and abort batch.

 

[F4] to exit to the menu.

 

The batch remains open and available for further processing.

 

 

The selected option is displayed:

 

** Print cashed cheque register showing cashed cheques only

** CONTINUE ? (Y/N): Y

 

[Enter] to accept the default value "Y".

 

"Y" to complete processing.

 

"N" to cancel.

 

The batch remains open and available for further processing.

 

 

If you selected one of the print options the printer selection screen is displayed. Otherwise you are returned to the menu.

 

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.