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Printing Checks

Before you can print checks you must first enter the invoice or voucher. For instructions to enter the invoice see the section of the manual on entering vendor invoices under accounts payable. Once you have entered the invoice and posted it, the invoice will appear on the Pay / Print window. Note that invoices will not appear on this screen if hand check/wire transfer information was entered at the same time as the invoice information. The Pay/Print window can be found by selecting the checkbook from the main Design Manager window. You can use the button or Click on A/P at the top of the screen and select Checking. You should see the following window

The list of invoices you see are all of the posted vendor invoices that have not yet been paid. To pay an invoice check the box in the left hand column labeled Tag. You can click a second time to untag an invoice. You can remove items from the list by using the Offset button. To use it, select (highlight) 2 or more invoices where the Amount To Pay for the invoices totals to 0.

Once you have tagged all of the invoices you want to pay then click on the Print button. You will see the Check Run screen. You need to pick the checking account you want to use. Once the checking account has been selected you will see a listing of the actual checks that should look like the window below

If the check numbers are not correct you can change them by entering the starting check number in the Next Check No. field. You can also change the check date and Fiscal Month on this screen. If you do change either the fiscal month or check date you should make sure to use the same month. If the check date (month & year) is not the same as the accounting period represented by the fiscal month then the checkbook screen will have a different balance than the general ledger and accounting reports.

Click on the Print/Post button to send the checks to your printer. After the checks are printed you will be asked if you want to accept or Reject the check run. Click Accept if the checks printed OK and you want to post them. If you click on Reject check run the computer will assume the checks did not print properly and treat the checks as if they were never printed. Do not distribute any check printed and then rejected, as the computer will have no record of those checks being printed.

Accounting: When checks are posted (accepted) the accounting entry is a credit to the selected checking account and a debit to accounts payable.

Credit Cards To Pay Bills

Important: Before you begin using a credit card to pay bills, you will need to set up a credit card clearing account in your Chart of Accounts, as well as a vendor code for the credit card

company. For instructions on how to do this see the section on the chart of accounts and entering new accounts.

The first step in paying a vendor invoice with a credit card is to enter the vendor invoice under accounts payable. The invoice can either be PO related or operating expense. Enter the invoice just as you would enter it if you were paying with a check. The only exception is to select the credit card account in the box labeled PayFrom as shown below:

The remainder of the information is filled in just as you would enter a normal invoice to be paid with a check. When you post this entry it will be placed in the credit card clearing account where it will stay until you pay the credit card company or bank.

Paying the Credit Card Company

To pay the credit card company when your statement arrives, go to A/P and add an operating expense entry. The vendor will be the credit card company or bank. In the distribution window, it will ask for an expense account and amount. Enter the general ledger account number for the credit card clearing account and the amount you want to pay. Be sure to set this entry to be paid with a check. Process this payment just as you would process any other bill you are paying with a check.

Reconciling Your Credit Card Statement

It is important to keep your records for your credit card in agreement with those of the credit card company. Reconciling your credit card is important because errors can sometimes be made by either your credit card company, or by you. These errors are most easily located if the activity you are checking is recent, and you can remember why certain steps were taken. For this reason we recommend that you reconcile your credit card with each monthly statement that you receive. To reconcile your credit card you will need your most recent credit card statement. Click on the Checkbook button on the tool bar to open the Checking Window, and then click on the Credit Cards Tab.

Select a credit card account from the drop down list

Click here to print the credit card register

To begin we will need to first identify the credit card account we will be reconciling by clicking on the arrow to the right of the Account field and select the credit card account from the drop down list. After making this selection a list of the credit card’s activities will appear in the grid below. The grid shows all of the credit card charges you have made, along with any payments made to the credit card company. The credit card statement should show all of the charges that the credit card company is aware of and also all of the payments it has received. You should find each of these charges and payments in the grid and click the small box in the "Clr" column to indicate the credit card company has shown the transaction on the statement. A check mark will appear in the small box.

You will find an area titled "Reconcile" below the grid. This area shows you important figures relating to your credit card. The Balance field will always show the amount that you have charged on your credit card but not yet paid for. The Out. Charges field (short for Outstanding Charges), shows the amount of purchases that have not yet been recognized by the credit card company on a statement. Similarly, "Out. Payments" shows the payments you have made that are not yet shown on a credit card statement. "Statement Bal." shows the dollar amount that should be shown as outstanding on your last credit card statement. If the statement balance on your computer screen does not match the outstanding balance shown on the credit card statement, then one of two things could be wrong:

You may have neglected to click the "Clr" box for one of the charges or payments shown on the statement. It is also possible that you accidentally clicked one of the "Clr" boxes for a charge or payment that was NOT listed on your statement. If so you can remove the check mark from the box by clicking it again.

You may have a charge or a payment with an amount that differs from the amount that the credit card company is reporting. Look at each payment and charge that you have clicked and make sure that its amount matches that shown on the credit card statement. If you find a difference you can correct it in DM2K (if you are wrong) or else you will need to contact the credit card company (if they are wrong).

You may also have received service charges from the credit card company. They will also be listed on the credit card statement. See below for how to enter these charges.

When the amount in the "Statement Bal." field matches the amount outstanding on your credit card statement, you are reconciled. You may also print a chronological list of all credit card activity by clicking the Print button at the bottom of the window. This printout will show all of the activity for the month being displayed on the screen, as well as the reconciliation information.

Entering Service and Interest Charges

To enter service charges or interest charges from your credit card company go to the A/P section and add a new invoice. Select Operating expense and set the Pay With field to the credit card. On the Invoice Distribution Window, enter the general ledger account where you accumulate service charges or interest and the amount of the charge. Continue to process this entry just as any normal invoice entry. This charge will then be sent to the credit card clearing account and will appear on the reconciliation screen

Wire Transfers to Pay Bills

With Design Manager you are able to pay your bills with a hand check or by wire transfer. A hand check is any check that is not printed by Design Manager. Usually these are checks that have been written by hand or by another program. Wire transfers are any payments made out of your bank account that do not require a check form.

Hand checks / wire transfers can be entered in two places within Design Manager. On the lower right side of the vendor invoice entry windows you will see a button labeled Hand Check/Wire Transfer. You will also find a Hand Check button on the Pay/Print window of the checkbook. These will both take you to the Hand Check / wire transfer window.

Start by selecting hand check or wire transfer at the top of the window. The screen displayed is for hand checks and provides you a field to enter the check number. If wire transfer is selected

then the check number field will not be displayed.

Next enter the Date and Fiscal Month. The fiscal month and check date should be in the same month. If the check date (month & year) is not the same as the accounting period represented by the fiscal month then the checkbook screen will have a different balance than the general ledger and accounting reports.

Next select the bank account you want to charge for this entry. A list of accounts is provided by clicking on the drop down box. If the correct account is not shown than it needs to be entered into the chart of accounts (see G/L instructions for setting up accounts).

Finally enter any description you want to have included with the entry. When you click on the OK button the entry will be posted and the checkbook and accounting records updated accordingly.

Accounting: A hand check or wire transfer entry will normally credit the bank account and debit accounts payable.