Creating Checks – Cash Disbursements Vendor Checks

Vendor Checks

Vendor checks are for existing vendors for whom invoices have not yet been, nor will be, entered into BIS^®. The situation may occur when no invoice is provided by the vendor. (Manual AP checks are for situations in which both the ven­dor and their invoice(s) have been entered into the system.)

When a check must be provided to a vendor, but where no invoice has been received, the information should be recorded using Vendor Payments in the AP menu or in Cash Disbursements in the General Ledger menu.

Since this procedure is designed for situations where an invoice was not provided it is not feasible to use Select for Payment of the A/P Menu. There are many instances where this feature is especially valuable, one of which is discussed below.

For example, perhaps the vendor arrives at the office, and be­cause their com­pany is short of funds, asks for a check to be issued immedi­ately. Instead of going through the process of creating and selecting invoices, just one check can be printed. Alternatively, a manual check could be hand-written for the agreed amount. At a more convenient time, the information can be entered in the Manual Checks option in the AP menu or Cash Disbursements in the GL Menu of BIS^®. The cash account may be updated for the invoices previously en­tered into the vendor file and paid with the manual check. The above mentioned procedure makes it possible to update the Vendor Ledger, Accounts Payable Journal, Cash Account, and General Ledger whenever a manual check affecting the Accounts Payable module is written.

Before entering any vendor checks written manually, it is essential to become familiar with the Accounts Payable.

In Builder Information Systems, checks may be generated manually in a “one-off” manner, as Cash Disbursements Regular checks, Vendor Checks, AP Checks, Payroll Checks and as Customer Refunds. Checks may also be generated in mass check runs for AP Payable Checks and Payroll Checks using Select for Payment/Print AP Checks and Payroll Hours and Adjusts/Print Payroll Checks. (See: Select for Payment/Print AP Checks and Payroll Hours and Adjusts/Print Payroll Checks articles.)

To access any of the Cash Disbursement check forms in the menu:

Or by selecting the desired Cash Disbursement check forms link in the white area of the My Desktop, General Ledger form:

Vendor Checks entry form:

More information may be found in: