Non-vendor checks are a convenient way to issue a payment to a one-time entity or a vendor that does not require vendor ledger history. The steps of entering the invoice and generating a check are combined on one window.
- Go to Accounting > Accounts Payable > Non Vendor Check. The Non Vendor A/P Check window will open.
- Choose System Check or Hand Check.
- Enter the name (required) and address (optional) of the recipient. This information is stored for future use on another check.
- The Branch field will default to 01. Multi-branch users, choose the appropriate branch.
- The Liability G/L should use the branch-appropriate Accounts Payable account. Do not change the Liability G/L.
- The Bank Code G/L field will default to the main bank. If the check will be issued from a different bank, adjust accordingly.
- The Check Number field will use a system sequence number if the system check option was chosen above. Otherwise, enter a manual number.
- The Check Date field will default to the current calendar date.
- Enter Gross Amount (required) and Discount Amount (optional).
- Invoice Date will default to the current date. Discount and Due dates are inactive.
- Proceed to the right side of the window. The Source “AP” and “CD” periods will default to the current Accounts Payable processing period and cannot be edited.
- Enter the appropriate G/L Distribution. Multi-branch users should click “override G/L suffix” when distributing to multiple branch G/L suffixes.
- Click Print to produce a live check or voucher, depending on the option in #2 above.
The non vendor check combines 2 posting journals. These reports are available on the Accounts Payable and End of Month Closing menus.
- The Purchase Journal shows the expense portion of the transaction (debit expense / credit AP). The invoice number is noted as MAN000 followed by a sequence number.
- The Cash Disbursement Journal shows the payment portion (debit AP / credit Bank).
Refer to the images below for an example of a non vendor check distributed to multiple G/L accounts.
Sample Non Vendor Check entry screen: Note that check and invoice dates are consistent and fall within the accounting period.
Sample Purchase Journal: Note distributed G/L distribution.
Sample Cash Disbursement Journal: Note bank account reference.