ISSUE: 

New Check screen field definitions without 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)

  • Saved Vendor:  If the vendor has already been saved in the vendor file, type in the first few letters of the vendor’s name and a list of possible matches will display below the vendor name field. 
    • District wide vendors are noted by an (*) asterisk to distinguish them from the school level vendors. 
    • To select the vendor, click with the mouse or use the down arrow key.  Tab to select the vendor highlighted. 
    • Click Tab again and the vendor’s address information will quick fill (if an address was set up for this vendor). 

 

  • New Vendor:  When using a new vendor (that is not in the vendor file), type the vendor name and click Tab. 
    • The message “< Vendor Name > does not exist in your vendor list.   Would you like to add this vendor?  The vendor will be a One Time Vendor if you click Cancel” will be displayed.   
    • Clicking on the OK button will place a check mark in the Quick Vendor Add box on the screen.   This vendor, along with any address information entered on the check screen, will appear on the check and be added to the vendor file when the check is saved. 
    • If you click on Cancel, the vendor will be considered a “One Time Vendor”. 
    • After clicking the OK button, another message “Make this a 1099 vendor?” displays. 
    • Clicking on the OK button opens a box on the check screen allowing the SSN or Tax ID number to be entered. 
    • If this is not a 1099 vendor, click on Cancel. 

 

  • Full Vendor Setup:
    • To add a vendor with address, 1099 information, phone number, etc., click this button to navigate directly to the vendor file screen. 
    • Click on the “Save/Return to Check” button to return to the check screen with the newly added vendor inserted. 

 

  • One Time Vendor: 
    • This option should be limited to cases where the payee will only be issued one check and will not be used again. 
    • Note:  Entering a payee this way does not give any audit record of the payee’s activity, nor does it save the payee in the vendor file. 

 

  • Favorite Vendor: 
    • If a vendor has already been saved in the vendor file, you have the option of making that vendor a Favorite. 
    • Type in the first few letters of the vendor’s name and a list of possible matches will display. 
    • Select the vendor and click Tab. 
    • A checkbox will display allowing you to add this vendor as a Favorite Vendor. 
    • Display Favorites:  When creating a check, type an exclamation ( ! ) symbol to display all vendor favorites;   arrow to the favorite vendor and select. 
    • If you no longer want to make a vendor a favorite, type in an exclamation ( ! ) symbol and when the vendor displays, remove the check mark from Favorite Vendor.

 

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: 

  • 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: 

  • This field will be blank. 

 

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)

  • Type in the first digits or letters of the account that you are posting a check against. 
  • A list of possible matches will display below the account field. 
  • Click with the mouse or use the down arrow key and Tab to select the account highlighted. 

 

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.