New features added, version 7.5.4, 8.4
In program APMM, Manual Check Maintenance, users enter manual checks for invoices. You can use this program to apply more than one invoice to a check or more than one check to an invoice. If you have processed the voucher(s) to which you are applying the manual check, this is the program to use.
If you have just one manual check for an invoice and you are entering the manual check and the invoice at the same time, use program APVM, Voucher Entry/Maintenance, to apply the manual check to the invoice.
Invoices must be processed through program APVP, Voucher Transactions Processing, before you can apply checks to them in program APMM, Manual Check Maintenance. This can become a procedural problem, since any invoice processed by program APVP, Vouchers Transaction Processing, is available to have a check created until the manual check has been applied.
A check will remain available in program APMM, Manual Check Maintenance, until it is matched to one or more invoices.
Program APMM, Manual Check Maintenance, allows multiple invoices to be applied to a single check. You can also apply multiple checks to a single invoice. To do this, you must enter each check separately and apply the invoice to each check.
Alternate Currency and Manual Checks
Manual checks are entered in the currency assigned to the bank from which payment is being made. When entering checks for a bank that has a currency that differs from the local financial enterprise currency, you can only select invoices with the same currency code as that assigned to the check.
For example, if the vendor has invoices entered for the USD currency code and the CAD currency code, there must be two manual checks entered, one for the USD invoices and one for the CAD invoices.
Check amounts and payment amounts should be entered in the bank's currency. If you are entering checks for a bank with a currency that is different than the financial enterprise's currency, the Local Equivalent field displays the amounts converted into the local currency.
If the bank entered is assigned the local currency and you are paying invoices with an alternate currency, enter the currency of the invoices being paid in the Invoice Currency field. The Conv Amount field is displayed for the entry of the check amount in the invoice currency and the Check Amount field is displayed for the entry of the check amount in the local currency.
1. In the Post Date field, enter the posting date for the manual check. The posting date is the date on which the check will be posted to general ledger.
2. In the Payment Type pop-list, select the payment type for the manual check. The payment type can be Manual or Debit Memo.
Manual indicates that you are entering a manual check.
Debit Memo indicates that you are entering a debit memo.
3. In the Vendor Number field, enter a vendor number for which you are entering the manual check.
You can use the List of Values to select the vendor. The List of Values will only display vendors with invoices that have been processed through program APVP, Vouchers Transaction Processing, but have not had checks applied to the invoices.
To use a temporary vendor, enter a ? in the vendor field and press the [List of Values] button. The temporary vendor screen will be displayed. Enter the appropriate information. Press the [Exit] button to return to the main screen.
4. In the Bank Code field, the bank code defaults from the vendor record in program VEMM, Vendor Master Maintenance. You can change it.
The bank code determines the currency in which the check, invoice, and payment amounts will be entered and displayed in this program.
5. In the Check Number field, enter the check number for the manual check. If the payment type is a debit memo, enter the invoice number for the debit memo.
6. The Invoice Currency field is the currency in which the invoices that you are paying were written. The currency code defaults from the bank code and can be changed if the bank code is the local currency. If the bank code is assigned an alternate currency, the invoice currency cannot be changed. The entries here determine the fields that will be displayed for the entry of the check amounts.
7. If the invoice currency and bank currency are the same, in the Check Amount field, enter the check amount, in the currency displayed in the Invoice Currency field.
If the currency differs from the local currency for the financial enterprise, the Local Equivalent field will be displayed with the check amount displayed in the local currency.
8. If the bank currency is the local currency and the invoice currency is an alternate currency, in the Conv Amount field, enter the check amount in the alternate currency. In the Check Amount field, enter the check amount in the local currency.
9. In the Check Date field, enter the check date.
10. Press [Commit]. Go to the lower block.
11. In the Invoice field, either enter the invoice number to which you are applying this check, or use the List of Values.
The invoice entered must have been entered into the system in the same currency as the manual check's currency.
When using the List of Values, the AP Invoice Inquiry is displayed. This screen displays all invoices for the vendor that have been processed through program APVP, Vouchers Transaction Processing, but have not had a check applied to them.
Select the invoice that you want to pay. Press the [Exit] button. The invoice number will be transferred to the lower block of program APMM, Manual Check Maintenance.
12. In the Payment Amount field, enter the amount that you are paying on this invoice. The amount entered in this field is in the currency assigned to the manual check.
13. In the Discount Amount field, enter the discount amount. The discount amount that is entered must be less than the total discount amount in the upper block, and is entered in the currency assigned to the manual check.
14. Press [Commit].
15. Continue entering invoices until all of the invoices that will be paid with this check have been applied, and the check balance is zero.
16. Press the [Record all invoices against check] button.
17. Press [Commit].
18. Continue entering manual checks for all other vendors and manual checks to be entered.
19. Exit the program.
20. The program will print the Detail AP to GL Manual Checks Distribution Report.
This report lists the general ledger accounts to which the invoice amounts are distributed. The report is in order by general ledger account number and includes the account name, transaction date, journal number, vendor number, reference text, debit amount, credit amount, and net amount distributed. There are report totals for the debit, credit, and net distribution amounts at the end of the report.
21. After the report is run, program APMM, Manual Check Maintenance, runs program GLMJ, Move AP Journal Transactions, to update the general ledger.
Press this button to indicate that all invoices that will be paid by this check have been entered. The check balance must be zero.