Quick Check & Other Check Account Entries
Sometimes you might need to cut a quick check. This could be for things like an onsite contractor, office supplies (or for that employee appreciation party next Friday! Right?!). Or maybe you need to print an AP Check but you don't want (or need) to go through the typical AP Check printing process.
If this is the case, then a Quick Check will be your best bet.
There is also an Other option to record an entry to the checking account without printing an actual paper check. The use case for this would be to record a bank fee, an ACH payment, etc.
1. Create a Quick Check or "Other" entry
Navigate to Accounts Payable ➤ Check Register.
Click the + symbol to create either a new Quick Check or Other checking account entry
2. Quick Check entry
- The Party Name will attempt to match to an existing Vendor record.
- If there is no matching Vendor record you will have the option to create a new Vendor or Cancel.
- If you choose Cancel, you can continue to write the check without creating a new Vendor record. In other words, you can write a check to "The Pizza Guy" without having to set up a new vendor record.
- Party Address will auto-populate for existing Vendors.
- Enter either the Account Name or Account Code for the checking account.
- Real-time balance: This is the Last Reconciled Balance plus or minus any Unreconciled items in the Check Register.
- Enter the Check Number and Check Date.
- Note: this is the last opportunity to choose the Check Number/Date for the Quick Check.
- Click the + symbol to add a new line item. Enter the following info:
- GL Account Name or Code (typically an expense account)
Memo: There are two different memos and both are optional.
- The Memo field on each line item is for reporting/data entry purposes only. It won't be printed anywhere.
- The Memo field above the line item area can be printed on the Quick Check.
- If you add more than one GL Account, the Total Check amount will be the sum of the amounts for each expense account indicated.
- Click OK to save. The next step is to print the check.
Other fields not covered above:
- Voucher ID: AcctVantage allows a single Voucher to be printed via Quick Check. Enter the Voucher ID here and you can process a check that would normally need to go through the A/P check printing process.
- 1099: Check this box and the check will be tagged as a 1099 Vendor payment. This would be useful for future 1099 reporting.
- Hand Write: Check this box if you already wrote the check by hand and now you just need to record it in AcctVantage.
2.1. The check is now ready to be printed
See the setup instructions below if you have not setup the system to allow printing Quick Checks.
2.2. Print the Quick Check
Go to Accounts Payable ➤ Make Payments.
- Select Quick Check under Disbursement Type.
- Select the the checking account that you entered on the Quick Check itself.
- Mark the check to be printed.
- Click Process to send the Quick Check to the printer.
Don't forget to return to the Check Register to post the Quick Check after you've confirmed that it was printed correctly!
3. "Other" entry
An Other entry is entered in just the same way as a Quick Check above, but without assigning a Check Number.
No physical check will be printed, however, you can print a journal. To print a journal, highlight the Other entry, click the printer icon and then select Print Journal from the list of reports.
This type of entry is perfect for bank fees, ACH payments or other non-check transactions. In the past you may have entered these as Adjusting Journal Entries (and you can still do that if you want to.) The benefit of the "Other" entry is that the credit side of the transaction is set by simply entering the checking account to use.
Don't forget to return to the Check Register to post the Other entry after you've saved it.
Also, you can verify this is an Other entry (as opposed to Quick Check) because it has no check number and does not get printed.
- Enter the Voucher ID for the Voucher you want to pay. This can be found on the original Voucher.
- The Party (i.e. Vendor) and Party Address will automatically be populated based on the Voucher.
- Verify the Foreign Currency and Exchange Rate is correct.
- The Foreign Currency will be pulled from the original Voucher. It can be changed here if necessary.
- The Exchange Rate will be pulled from the FC definition. It can also be changed here if necessary, although it won't update the FC definition.
- Enter the FC amount for each line item.
- Verify the rest of the info on the Quick Check is accurate and click OK to save the record.
Foreign currency check form
For AV 2015 there is a new Foreign Currency feature that can be used for Purchasing & AP. If you plan on using this feature to print FC checks then you will need to download and install the Foreign Currency custom form for checks.
- Download the AP Check form with support for Foreign Currency here.
- Open up the folder where your AV Client application is.
- Mac: Applications/AcctVantage Client/INSTALL
- Windows: C:\AcctVantage Client\INSTALL (or C:\Program Files\AcctVantage Client\INSTALL)
- Within the AcctVantage Client folder you will see a folder titled INSTALL. Drop the custom form installer into the INSTALL folder and restart your AV Client app -- the form will be automatically loaded. The form is named AP Check v6.
- Select this new custom form to use when printing Quick Checks. See Step #4 below.
- Note: This is just a standard custom form. It will not automatically be in alignment with your check stock. It is likely that it will require some minor formatting changes in order to line up. Submit a tech support request if you have further questions about this.