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  13. Add and maintain a...

Add and maintain a chequebook

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The following describes how to add a chequebook, manually maintain information for outstanding cheques and manually void cheques. Note: For automatic payment document number series handling, i.e. un-numbered cheques received from the bank, use the Work with banks routine to add the cheques.

Prerequisites

  1. Select the Work with cheque inventory menu item.
  2. On the main panel, click Add.
  3. You access Work with cheque inventory, Add cheque numbers. Complete the fields to create a new chequebook, which is the first step in adding cheques to the cheque inventory.
    4. Our bank
    Enter a code from Work with banks indicating the bank account from which the cheques will be issued.
    Payment mode
    Enter a code from Work with A/P payment modes indicating the payment mode for which the cheques will be used.
    First cheque number
    Enter the number of the first cheque in the range of cheques available in the chequebook. The range specified here and in Last cheque number cannot include any numbers already specified for the bank/payment mode combination.
    Last cheque number
    Enter the number of the last cheque in the range of cheques available in the chequebook. The range specified here and in First cheque number cannot include any numbers already specified for the bank/payment mode combination.

    Click OK.

  4. You return to the Work with cheque inventory main panel where you select to maintain one of the cheques that was included in the chequebook you just created. The cheque must have a status code indicating (Available).
  5. You access the detail panel. The first three fields display the information you entered for the new chequebook and also the individual cheque number:
    6. Bank
    Payment mode
    Cheque number
    Manually created
    Indicates if the cheque is manually created. If this field is YES, then all fields on the panel can be maintained. If NO, then only the Status code, Void reason code, Cleared date and Text fields can be changed.

    NO is shown if the cheque was automatically created by the system, i.e. payment modes defined as Cheque writer were used in the A/P payment proposal routine. Payment order confirmation affects the cheque status in the Cheque inventory routine. The status is also affected if a confirmed cheque is manually deleted in the A/P payment proposal routine.

    Status code
    For existing cheques, this code indicates its status. Enter a code indicating the status of the cheque. The values have these possible meanings:

    Void reason code
    For existing cheques, this code indicates the reason the cheque was voided. Mandatory entry if the value in Status code indicates (Voided). Enter a code indicating the reason the cheque was voided. The values have these possible meanings:

    Stub reference
    For manually created cheques that you are maintaining, enter the number for the associated cheque. Mandatory entry if the value in Void reason code indicates (Used for stub).
    Payment date
    For manually created cheques that you are maintaining, enter the payment date for the cheque. Mandatory entry if the value in Status code indicates (Outstanding), (Voided), (Cleared) or (Cancelled).
    Cleared date
    Enter the date when the cheque was cleared. Mandatory entry if the value in Status code indicates (Cleared). Otherwise, the field must be blank.
    Paid amount
    For manually created cheques that you are maintaining, enter the payment amount for the cheque. Mandatory entry if the value in Status code indicates (Outstanding) or (Cleared).
    Currency
    For manually created cheques that you are maintaining, enter the currency for the cheque. Mandatory entry if the value in Status code indicates (Outstanding) or (Cleared). Otherwise, the field must be blank.
    Payee number
    For manually created cheques that you are maintaining, enter the payee number for the cheque. Mandatory entry if the value in Status code indicates (Outstanding) or (Cleared).
    Text
    For manually created cheques that you are maintaining, enter any applicable text for the cheque. For automatically created cheques, the text is defaulted from the payment proposal number on which the cheque is located, but can be changed.

    Note: Several of the fields above would already have values if the cheque has been used; such as status, void reason code, payment date and amount. Click OK to confirm and exit the routine.

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