Overview

This article explains how to create a dummy check for an online payment.


Rather than entering online payments using the Bank Charge JE, creating a dummy check provides a more visible way to see the payment.


Before you begin


  • Start from Checks > New Check.
  • Use the Tab key or your mouse to move between fields on the New Check screen.
  • If applicable, have the invoice date, vendor name, purchase order number, invoice number, tax amounts, and payment amount ready before you begin.


Create a dummy check for an online payment

  1. Go to Checks > New Check.
  2. Enter the check Date, or leave the default current date.
  3. Enter the Check Number.
    • Most schools use the invoice date as the check number.
  4. Enter the Vendor name.
    • Use the vendor you paid online with your credit card.
  5. Enter the Sales Tax amount, if applicable.
  6. Enter the Food Tax amount, if applicable.
  7. Enter the check Description or reference.
    • This description prints on the check stub.
    • You can use the purchase order as the description, or include the items.
  8. If the check references a purchase order, enter the PO number as a reference only.
    • This reference prints on the check stub.
  9. Enter the Invoice #, if applicable.
  10. Select the optional Event Code and/or Category, if applicable.
  11. Select the Account number.
  12. Enter the payment Amount.
  13. Press the Tab key to open another detail line.
  14. Repeat the detail entry steps until all check detail lines are entered.
  15. Select Save to save the check.

What happens after you save the check

  • A check can include as many detail lines as needed.
  • The main check stub prints nine detail lines. If a check includes more than nine detail lines, a continuation stub is printed.
  • After the check is saved, it moves to the Unposted Check Register in the lower portion of the check screen.
  • Any saved checks listed in the Unposted Check Register can be edited before the check is posted.

Post the check

When you are ready to post the check, go to Checks > Post Checks.


Optional: Print a proof listing

To print a list of saved checks before printing them, select Print Proof Listing.


The Proof Listing includes signature lines that can be used as approval for the payables.


Outcome

You can create a dummy check for an online payment, save it to the Unposted Check Register, edit it if needed before posting, and then post it through Checks > Post Checks.


Troubleshooting

  • You are not sure where to start - Go to Checks > New Check.
  • You need another detail line - Press the Tab key to open another detail line.
  • You want to review or edit the check before posting - Save the check and review it in the Unposted Check Register.
  • You want to print a list of saved checks before printing them - Select Print Proof Listing.
  • You are ready to complete the process - Go to Checks > Post Checks to post the check.