This article covers how to Write General Cheques paying Firm expenses or Client/Matter Disbursements via cheques, Electronic Fund Transfers and Credit Card transactions by selecting the appropriate Payment Type.
Note:
- A single cheque/payment can be distributed to multiple Clients/Matters and/or General Ledger accounts.
To write a general cheque:
- Click on Transactions
- Select General
- Select Write General Cheques
- Bank - Select the General/Savings bank account from which this cheque needs to be issued. If the credit card has been set up as a General bank account it will also display in the list.
- Date - Select or enter the correct date the cheque is issued on.
- Payment Type - Select or enter the payment type Cheque, PAD, EFT, VISA, etc as appropriate
- Cheque / Reference Number - Enter the next cheque number. Cheque numbers can be 10-digits long. If the payment type is not a cheque enter a reference number for the transaction. Reference numbers can be 20-digits long.
- Payee - Enter or select the payee’s name.
- Amount - Enter the amount
- C/G - Select “C” for Client/Matter to assign the cheque as a client disbursement or “G” to assign to a General Ledger
- Client or G/L - Select the Client/Matter or General Ledger number
- Code - Select or enter the Code (see tips below).
- Description - Enter the description of the cheque/payment. The code selected may have automatically assigned a description. This can be edited or added to.
- Amount - Enter the amount. The amount will auto populate based on the amount entered above. This amount can be edited if allocation is allocated to multiple General Ledger accounts and/or Clients/Matters.
- GST/HST & PST - Check Tax calculated and adjust appropriately (see tips below)
- Total - Check Total amount.
Note:
- Note: If there is a value in the Balance Remaining then the cheque value has not been allocated in full to a client and/or G/L account. The “Balance Remaining total must be zero to complete the cheque.
17. Click on Save
18. Click Post & Close
Alternatively, a General Cheque can be written by navigating to Client & Matters –> New Transaction > Write General Cheques.
Tips:
- TAXES are calculated based on the tax settings on the Disbursement Code used when entering transactions. Use the appropriate code to calculate the correct TAX.
- TAXES are also set under setting in the Maintenance > Global Settings > General tab. Select or deselect the option. If selected, then the Amount that is entered will automatically be reduced by the tax and GST/HST and PST will be attributed as per the settings on the Code that was used. If not selected, then the Amount entered will remain and the GST/HST and PST is calculated and added as per the settings on the code.
- If Payee is added in the list, the Payee Address will be displayed automatically. To add Payees to the list, click on List – Payee Addresses.
- Cheques do not need to be printed immediately after posting the General Cheque. Uncheck the box “Open cheque after posting” on the bottom left-hand side of the screen. Print cheques afterwards using File > Print > Cheques.
- General Cheques processed as Disbursements to Clients/Matters will appear as unbilled disbursements on the Clients/Matters > Disbursements tab.
