Issue a Check to a Vendor
  • 20 Dec 2023
  • 2 Minutes to read

Issue a Check to a Vendor

Article summary

You may print an actual check or record a transaction made by debit card, credit card, etc.

Just Starting Out?

If you are just starting with the Expenses & Ledger module you may want to begin by posting Year to Date Expenses for each vendor to record what has happened so far during the year.

Getting There

Look Up a Vendor and click the Check Calculation icon on the toolbar (pen writing on a check).


Record a Vendor Check / Transaction

  1. At the Check Calculation screen:
    1. Choose a Post Date – the day the transaction was recorded.
    2. Enter a Due Date (optional) if you are recording an invoice/ bill now but won’t be paying it until later.
    3. If you are printing the check now, or recording a check or other transaction that already occurred, enter the appropriate Print Date.At the Check Calculation screen:
      Note: If you choose Post & Print Later the print date will be assigned at the time it is printed.
    4. Type a Check Memo (optional). This will print on the memo line of the actual check if the Check Memo field is included in Check Printing Setup.
    5. Type a Check Comment (optional). The comment automatically prints on the check stub.
    6. Select a Checkbook to use for this transaction from your list of Bank Accounts.
      Hint: In some cases the Checkbook may be a Credit Card used as a Contra Asset.
    7. The Check Number is automatically inserted based on the last check number used for that Bank Account. You may enter a different check number it if needed, or if this transaction did not involve an actual check, make up a number to represent it such as 777 for debit cards, or 888 for electronic payments.
      Note: If you choose Post & Print Later the check number will be assigned at the time it is printed.
    8. The School, GL Account and Amount will appear automatically if the Automatically Import box was checked on the Standard Accounts screen. If necessary you may manually enter these items, for example you’ll usually need to enter the Amount unless this vendor is paid the same amount each check.
      Note: Use a negative amount to reduce a revenue account (as with a customer refund) or a liability account (loan payment or tax deposit).
    9. Decide how to record the check as follows:
      Post and Print: Immediately record the check and print it now.
      Post and Print Later: Record the check now, but print it at a later time.
      For example you may wish to process a check for each person now, then later print all checks at once. This process works the same as Batch Printing Payroll Checks.
      Post Check: Record the check now, but do not print it at all. This is useful if you write the checks by hand, or if you are recording checks that were previously issued.
  2. After clicking one of the posting buttons you’ll remain on the Check Calculation screen ready to record a new “Current” check. You’ll see the word “Current” in the upper right. To view the entry you just posted scroll up (right side).
  3. Use the blue Up and Down arrows (top) to move to another vendor or click Exit.

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