Steps to Create a New Manual Check


From Checks > New Check


Use the Tab key or your mouse to move between fields on the New Check screen.


New Check Screen


  1. Enter the check Date or leave it as the default current date.

  2. Enter the Check Number of the manual check. (This check is not printed.)

  3. Type in the Vendor name.
    • For SAVED vendors – type in the first few letters of the name and a list of possible matches displays below the Vendor name field.
      • Use the mouse to select the appropriate vendor and click Tab.
      • The vendor’s address quick fills (if an address was set up for this vendor).
    • For NEW vendors – 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 becomes a One Time Vendor if you click Cancel” appears.
      • Clicking on the OK button places a check mark in the Quick Vendor Add box on the screen. This vendor, along with any address information entered on the check screen, appears on the check and is added to the vendor file when the check is saved.
      • If you click on Cancel, the vendor is considered a “One Time Vendor”.
      • The One Time Vendor option should be limited to cases where the payee receives only one check and is not used again. Note: Entering a payee this way does not give any audit record of the payee’s activity, nor does it save this payee in the vendor file.

  4. Enter the Sales Tax amount (if applicable).

  5. Enter the Food Tax amount (if applicable).

  6. Enter the check Description or reference.

  7. If the check references a Purchase Order that was not posted/encumbered in SFO, you may type the PO number as a reference only.

  8. Enter the Invoice # (if applicable).

  9. The optional Event Code and/or Category fields can be selected (if applicable).

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

  11. Enter the payment Amount.

  12. Click the Tab key to open another detail line.

  13. After entering all check detail lines, click the Save button to save the check.


A check may have as many detail lines as needed.


Once a check is saved, it moves into the Unposted Check Register in the lower portion of the check screen. Any saved checks that are listed in the Unposted Check Register may be edited prior to posting the check.


Optional: To print a list of saved checks before posting them, click on the Print Proof Listing button. The Proof Listing includes signature lines to use as an approval for the payables.


Posting Manual Checks


Once manual checks have been saved and are displayed in the Unposted Check Register, they are ready to be posted to their accounts.


Unposted Check Register


  1. Navigate to Checks > Post Checks.

  2. Click in the “Post” column to place a check mark in the box for the checks you wish to post.

  3. The number and amount of checks to be posted appear in the upper right-hand corner.

  4. Click the Post button.

  5. A confirmation message displays to indicate that the checks have been posted to the accounts.


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