How to Create an Online Cheque

 

The Online Cheque functionality allows for cheque creation after an invoice is entered. The invoice must be created as an online cheque and will be available for processing immediately, after the invoice is saved.

 

Use the following steps to create an online cheque:

 

1. Click on the Business tab, click Invoice, and select Invoice Management.

 

2. Click on the Select Batch button to create or select a batch.

 

 

Note: Refer to How to Select/Release a Batch for more information on how to use this feature.

 

Based on the usage of the batch Code selected the Add Invoice and/or Add Online Chq buttons will become available.

 

3. Click on the Add Online Cheque button.

 

 

4. In the Online Cheque Entry screen enter the online cheque details and save.

 

Note: The process of entering and saving an online cheque is similar to invoice entry. Refer to How to Create a Standalone Invoice or to How to Create an Invoice from a PO topics for step by step instructions. 

 

Once created, the Online cheque will be ready for processing. Refer to 'How to Process Online Cheques' topic.

 

 

Pop-ups may appear notifying the user of important information related to the PO. Read and click OK to continue.

 

Pop-up Examples:

          

 

5. If applicable, enter or update the Invoice Vendor or click on the Search icon to search for a Vendor.

 

Note: Refer to How to use Vendor Search for more information on how to use this feature.

 

6. Enter the Invoice Number.           

The invoice number must be unique for the same vendor.

 

7. If applicable, enter or update the Invoice Amount.

 

8. Click on the calendar icon to enter or update the Invoice Date.

 

9. If applicable, enter or update the Discount Amount.

 

10. If applicable, click on the calendar icon to enter or update the Due Date.

 

11. If applicable, click on the Invoice Type to select an alternative option.

 

12. If applicable, enter or update the Reference Data.           

 

13. If applicable, in the Entry Method section, select one of the following radio buttons: Detail or Summary (selected by default).

 

14. If applicable, click on the Add G/L Distribution button to add as many new G/L type lines as needed to the grid.

 

Note: Click on the Delete icon to remove a line.

 

To inquire on the PO receipts click on the View PO Receipt button.

 

 

15.

If

Then

Summary Invoice

1. If applicable, enter or update any of the following fields in the grid for each line item: Description, G/L Account (only for new G/L line items), Tax Code, Inv Price($) and/or Tax Amt($) (see example below).

 

Note: If Inv Price($) field is filled the Subtotal($) and Tax Amt($) fields will auto-populate, the Tax Amt($) field but can be altered if necessary.

 

2. Proceed to Step 16.

Detail Invoice

1. If applicable, enter or update any of the following fields in the grid for each line item: G/L Account (only for new G/L line items), Tax Code, Invoice Qty, Invoice Price, Subtotal($) and/or Tax Amount($) (see example below).

 

Note: If Invoice Qty field is filled the Subtotal($) and Tax Amount($) fields will auto-populate but can be altered if necessary.

 

2. Proceed to Step 16.

 

Summary Example:

 

Detail Example:

 

16. In the Expected Total($) and Actual Total($) sections, review the information.

 

17. If applicable, in the Attachments section, upload new files.

 

Note: Refer to How to Upload a File for more information on how to use this feature.

 

18. Click on the Save button.

 

Note: If the Expected and Actual amounts differ a confirmation dialog box will appear to accept the Actual amount, if it is more than the Expected amount. Click on the Yes button to accept or click on the No button to decline and return to the invoice to makes changes.

 

          

 

19. In the Close Current PO section, click on the Yes button to close the PO or click on the No button for the PO to remain open.

Clicking Yes will result in the reversal of outstanding commitment balances on each line of the distribution of the order, and the marking of the purchase order as Closed.

Invoices may still be entered against a Closed purchase order. The Closed status merely tells the system that there are no longer any outstanding commitments against the purchase order.

 

 

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