Manual Cheques

Manual Cheques


Manual Cheques are used to process payments you make. They can be payments to your Accounts Payable Suppliers, or general expenses that you pay for at the time of purchase.

Although called Manual 'Cheques',they can be used for any of the following methods:

  • Cheque
  • BPay
  • Credit card
  • Funds transfer/direct deposit
  • Owners funds

Note: Remittance advices cannot be produced from Manual Cheques. AP Cheque Prep is the specialised area in Costar used to pay all your Accounts Payable Suppliers and has the facility to produce remittance advices.

Starting a Manual Cheque Batch

Manual Cheque batches are started by:

  • Clicking on the Suppliers Menu
  • Clicking on Manual Cheques
  • Clicking on New
  • Enter the total of the payment/s you are processing in Supplied Total
  • Click on Entries

 

Top Section of the Manual Cheque

The top section of the Manual Cheque is where you tell the system:

  • who is paid,
  • how they were paid,
  • when they were paid and
  • how much they were paid


  • In the ManualCheque# field enter a reference number for this payment. If paying by:
    • Cheque; use the cheque number
    • BPay; use the reference number/receipt number from BPay
    • Funds Transfer/Direct Deposit; use the reference number from your online banking
    • Credit Card; use 1, 2, 3 etc.
  • In the Description field type in the name of who you paid
  • Set the date to the date when the payment was made
  • Type in the amount being paid
  • The Bank GL field will default to your main bank account. Change to the appropriate bank GL if required. E.g. Credit Card GL if using Visa etc.

 

      

 

Bottom Section of Manual Cheque

The bottom section of the Manual Cheque is where you tell the system what you were paying for. You may be paying either invoices on Suppliers accounts or for general expense invoices that you don't run as Supplier accounts.

 

Paying Supplier Invoices

If using Manual Cheques to pay for invoices that are on a Suppliers account, in the bottom section of the Manual Cheque select the Supplier and documents being paid.

  • Enter/search for the Accounts Payable General Ledger code in the GL field
  • Enter/search for the Supplier in the Sub-ledger field

       

       

  • Click in the Apply To Document# field to display the Apply Payment or Credit screen. Tick the documents being paid. If this includes any credit notes, be sure to tick them first.

      

      
      
  • Click on OK
  • Click on Close Document
  • Continue processing or click Back and Post the batch if finished processing

 

Paying for General Expenses Invoices

If using Manual Cheques to pay for general expense invoices, in the bottom section of the Manual Cheque enter/search the appropriate GL code and account for GST where appropriate.

 

  • Enter/search for the appropriate General Ledger code in the GL field
  • Ensure the GST balances to the

 

For example, if processing the following expense invoice for fuel:


 

The Manual Cheque batch would look similar to this:


 

  • Click on Close Document
  • Continue processing or click Back and Post the batch if finished processing


If you have any queries regarding Manual Cheques in COSTAR, please contact the Support Desk.



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