Recording a Check with the Disbursements Journal
- Click Disbursements Journal in the Command Center.
- If necessary, change the cash account for the check by clicking in the Cash Acct edit box and selecting another cash account from the pop- up list.
- If necessary, enter or change the Check # and press TAB.
The cursor moves to the Paid To field.
- On Windows, select a vendor from the pop-up list then press TAB, or type a name then click 1 Time.
If you select a vendor who owes any outstanding payables, an alert appears to remind you to pay outstanding payables in Vendor Payments.
If the 1 Time vendor is used, MultiLedger won’t save the vendor name or track payments made to that vendor. To keep track of payments by vendor name, you must add the vendor in Vendor Setup.
OR
On Macintosh, select a vendor from the pop-up list then press TAB, or click Cancel then enter a name manually.
If you select a vendor who owes any outstanding payables, an alert appears to remind you to pay outstanding payables in Vendor Payments.
If the vendor name is typed in manually, MultiLedger won’t save the vendor name or track payments made to that vendor. To keep track of payments by vendor name, you must add the vendor in Vendor Setup.
- Verify that the date for the check is correct.
- Select a ledger account for the check, enter an amount for the detail line, then press TAB to add the detail line to the check.
The Ledger Account is usually an expense account in the 6000–8999 range. Entering a Job and Description are optional. As you add detail lines to the check, the Check Total field is updated.
After the first detail line is added, the Save button is enabled.
- On Windows, if necessary, click New Line or press ENTER to begin entering another item.
On Macintosh, if necessary, press TAB or RETURN again to begin entering another item.
For field explanations, see “Disbursements Journal Field Descriptions.”
Note:
You can add comment lines to the transaction at any time by choosing Insert Line from the Edit menu (Ctrl-I on Windows or I on Macintosh). For more details, see “Adding Comment Lines to Transactions.”
- When you are finished entering all the information for the check, click Save.
When the check is saved, it is automatically posted to the general ledger, and the check number is increased by one.
Printing Disbursements Journal Checks
MultiLedger offers you two ways to print a Disbursements Journal check:
- Check “Print on Save” in the Disbursements Journal window.
Whenever you save a check in the Disbursements Journal, a standard Print dialog box will appear. Select your print options and click OK or Print.
or
- Use Print on the Command Center. After closing the Disbursements Journal window, do the following:
- Click Print in the Command Center.
- Select the correct period.
- Click the Checks radio button.
- If necessary, check Print Metafile (Windows) or Print PDF/PICT File (Macintosh).
For more information on using Metafiles or PICT Files, see “Using the Print Screen.”
- Select the checks that you want to print.
If no checks are selected, then all checks will print.
- Click Print.
- Select your print options and click OK or Print.
For more details about the Print command, see “Using thePrint Screen.”
If you need to adjust where the fields print on a check, see“Customizing Print Field Positions for Your Printer.”
Modifying or Deleting Disbursements Journal Documents
When the cursor is in the Check # field, the Modify button is enabled.Click Modify to see a list of Disbursements Journal checks that youcan modify or delete. If the check you’re looking for doesn’t appear, you may have to select another month from the pull-down menu.
Please Note that the checks that appear here also include checks recorded in Vendor Payments.
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