Cheque entry workflow
- Rachel Wegener
Following are the steps for entering cheques, and printing them if required. Note that there are two different options, depending on whether the paperless workflow has been enabled in the ledger or not.
Paperless workflow, with authorisation required
Enter the cheque
Be in the ledger that you wish to enter the cheque for.
Go to Input and click on Cheque Entry.
Period - choose the correct period (or confirm that the period displayed is correct).
Bank Account Number - select the bank account that the cheque will be paid from.
Payee Account Number - select the account number of the payee. The Payee Name field (and Payee Address, if completed on the sub-account) will be automatically populated. Otherwise they can be manually entered.
Remittance Advice - enter what you would like to appear on the remittance advice, such as the invoice number being paid.
Return To - enter the name of the person the cheque is to be given to once it is printed.
Amount - enter the amount of the cheque.
Cheque Date - enter the date of the cheque.
Cheque Printed - if the cheque has already been printed or handwritten, tick this box so it will not require printing from GL2. Enter the cheque number in the Cheque Number field.
Complete the line/s for the account/s to be debited (the credit line has been automatically completed).
If backing documents have been scanned and are to be added to the cheque, click the Attachments button. Add attachments to the journal and/or specific journal lines, and click OK. Note that attachments must be less than 1MB compressed.
When the cheque is done, click Save.
A message window will appear asking if the journal is ready to post. Click Yes if it is ready to be posted. Otherwise, click No to save the journal as being On Hold.
The cheque journal now has a journal number assigned (which is different to the cheque number) and the cheque is ready for printing in Print Pending Transactions.
Print the cheque
If the cheque requires printing, complete these steps. If the Cheque Printed box was selected though when doing the cheque entry, it will not appear in the list to be printed, so go to the "Authorise and update the journal/s" step.
Go to Input and click on Print Pending Transactions.
Click on the Cheques tab.
Choose the bank account and complete the Next cheque number field.
The last cheque number will show if cheques have been previously printed. If the next cheque number is to be used, click on the ... button and the next number will be automatically entered. If a different number is to be used, type it in the field.
Ensure the cheque paper has been loaded in the cheque printer.
Select all the cheques to be printed and click Print.
Authorise and update the journal/s
This step must be done by a user with the Advanced or System Administrator role.
Go to Input and click Authorise and Update Transactions.
Click on the journal number to view the Journal Preview screen. This will show the journal lines, the Journal Listing report, and any attachments.
Click Authorise and Update to post the journal. Alternatively, if the journal is not to be authorised and posted, click on the cross to close this screen and return to the Authorise Pending Transactions screen. The Save Attachment button can also be clicked to download and save the journal listing. Then it could be printed and the required amendments written on it.
Repeat the process if there are more journals to be authorised and posted.
Non-paperless workflow, with authorisation required
Enter the cheque
Be in the ledger that you wish to enter the cheque for.
Go to Input and click on Cheque Entry.
Period - choose the correct period (or confirm that the period displayed is correct).
Bank Account Number - select the bank account that the cheque will be paid from.
Payee Account Number - select the account number of the payee. The Payee Name field (and Payee Address, if completed on the sub-account) will be automatically populated. Otherwise they can be manually entered.
Remittance Advice - enter what you would like to appear on the remittance advice, such as the invoice number being paid.
Return To - enter the name of the person the cheque is to be given to once it is printed.
Amount - enter the amount of the cheque.
Cheque Date - enter the date of the cheque.
Cheque Printed - if the cheque has already been printed or handwritten, tick this box so it will not require printing from GL2. Enter the cheque number in the Cheque Number field.
Complete the line/s for the account/s to be debited (the credit line has been automatically completed).
If backing documents have been scanned and are to be added to the cheque, click the Attachments button. Add attachments to the journal and/or specific journal lines, and click OK. Note that attachments must be less than 1MB compressed.
When the cheque is done, click Save.
A message window will appear asking if the journal is ready to post. Click Yes if it is ready to be posted. Otherwise, click No to save the journal as being On Hold.
The cheque journal now has a journal number assigned (which is different to the cheque number) and the cheque is ready for printing in Print Pending Transactions.
Print the cheque
If the cheque requires printing, complete these steps. If the Cheque Printed box was selected though when doing the cheque entry, it will not appear in the list to be printed, so go to the "Print the journal listing/s" step.
Go to Input and click on Print Pending Transactions.
Click on the Cheques tab.
Choose the bank account and complete the Next cheque number field.
The last cheque number will show if cheques have been previously printed. If the next cheque number is to be used, click on the ... button and the next number will be automatically entered. If a different number is to be used, type it in the field.
Ensure the cheque paper has been loaded in the cheque printer.
Select all the cheques to be printed and click Print.
Print the journal listing/s
Now that the cheque/s have been printed, the journal listing will be available to print.
Go to Input and click on Print Pending Transactions.
Choose the correct printer, then select all the journals to be printed.
Click Print.
Authorise the journal/s
This step must be done by a user with the Advanced or System Administrator role.
Go to Input and click Authorise Pending Transactions.
If required, click on the journal number to view the Journal Preview screen. This will show the journal lines and any attachments. Close the preview screen when done.
Select all the journals to be authorised.
Click Authorise.
Update (post) the journal/s
Go to Input and click Update Pending Transactions. Only transactions that have been authorised will show in this list.
Select the transactions to be posted and click the Update button.