ISSUE: 

New Check screen field definitions when using an encumbered PO

 

INFORMATION:

From Checks > New Check

 

Field Name Explanations 

** Indicates Required Fields

 

** Check Date:   (required)

  • Automatically defaults to the current system date. 
  • If different from the current system date, enter the date in a MM/DD/YYYY format. 
  • SchoolFunds Online will verify the date to be sure that it falls within the current fiscal year. 

 

** Check Number:   (required)

  • Type the word PRINT when entering a check that will print on a check form. 
  • When printing checks, the check number is assigned as the checks print.
  • If you are creating a manual check (one that will not be printed), type in the check number. 

 

** Vendor:   (required)

  • The Vendor information will quick fill from the selected PO information. 

 

Sales Tax:

  • Enter the amount to be charged for sales tax.  (if applicable)

 

Food Tax:

  • Enter the amount to be charged for food tax.  (if applicable)

 

1099 Amount:

  • If this is a 1099 vendor, the check total will default to the 1099 box. 
  • This amount can be changed, if necessary. 

 

Cash/Checking Balance:

  • This is a “display only” field that references the current balance in the Cash/Checking account. 

 

Check Amount: 

  • This is a “display only” field that references the total amount of the check. 

 

** Description:   (required)

  • The description will quick fill from the selected PO and can be edited, if needed. 
  • The description will print on the check stub. 

 

Purchase Order Number: 

  • When pulling a Purchase Order into a check, click in the Purchase Order field in the detail line of the check and type the PO number (do not include the PO Prefix). 
  • Select the PO by clicking with the mouse or use the down arrow key and Tab to select the PO highlighted. 
  • The PO’s detail information, including vendor, description, account number, and liquidation amount will auto-fill on the check screen.  
  • The Purchase Order number will print on the check stub. 

 

  • To reference a PO not posted in SchoolFunds Online, type the PO number as a reference only.
  • If the PO is not posted in SchoolFunds Online, the vendor, description, and account number will not auto-fill on the check screen. 

 

PO Liq Amt: 

  • When a PO is inserted, the liquidated amount, which is the current PO encumbered amount, will quick-fill.  
  • Change the PO Liq Amt only if you are partially paying the PO and want to leave a remaining open PO balance. 

 

Invoice Number: 

  • If the check references an invoice, enter the invoice number here.  
  • The invoice number will print on the check stub. 

 

Event Code (if activated on the User, My Profile screen):

  • To associate an expense with a previously entered Event Code, click on the drop-down arrow and choose an Event Code from the drop-down list. 

 

Category (if activated and set up on the District Admin screen):

  • To associate an expense with a previously entered Category, click on the drop-down arrow and choose a Category from the drop-down list. 

 

** Account Number:   (required)

  • Automatically populates from the PO and cannot be changed on the check screen. 

 

Balance: 

  • The current balance of the account selected will display. 
  • This balance is for reference only and will not change until the check is printed and/or posted. 

 

** Amount:   (required)

  • Enter the amount to be charged to the account.