The Internal Quick Check screen serves as a way to print an internal quick check once a Purchase Order (PO) has been submitted. This feature bypasses several steps, such as creating invoices, posting to a batch, etc. It is a quick and easy way to print one-time vendor types of checks based on Non-POs, and can also be used to quickly generate Revenue Refunds.
1. In the Purchasing / Accounts Payable menu, click Internal Quick Check.
2. Select the applicable fiscal year from the pull-down. The pull-down defaults to the current fiscal year.
3. Click the PO Invoice tab.
4. For an Internal Quick Check based on an existing PO, select the Facility from the pull-down.
5. Select the purchase order from the PO # pull-down.
6. Click Load.
When the PO loads, review the General Information section.
Click the PO # link to open the original PO record via Purchasing/Accounts Payable > Internal Purchase Requests/Orders. Close the tab or window to navigate back to the Internal Quick Check screen.
Review the Line Items section to be sure you have selected the correct PO. All Line Items listed pull directly from the original PO.
7. Navigate to the Invoices section to create an invoice.
8. Enter the Invoice #, Invoice Date, Amount, and the corresponding account strip.
9. If you create more than one invoice, you can select the check box to print a Separate Check for each invoice.
10. If applicable, select the Debit Account and the Credit Accounts from the corresponding pull-downs.
11. For quicker entry, click Create an invoice based on a PO or Create multiple invoices based on a PO for additional invoices.
a. Clicking either of the links will auto populate invoice information pulled from the original PO. Note that the Invoice # and Invoice Date do not auto populate and must be completed.
b. Check to be sure the correct Amount has been entered and select the Separate Check check box (if applicable).
c. Click the delete button (red minus sign) to delete an invoice line if needed.
12. If entering data manually, press the Enter/Return key to commit the line.
13. Click the green plus sign to split an invoice between Internal Projects or other elements and accounts. Once selected, an indented line will be added under the original invoice line. Note: This does not create a separate invoice or check.
The Request Allocations section is data from the original PO. You will see the account selected to pay for PO line items, the amount originally encumbered and expended. If there is a remaining encumbrance, an expected encumbrance, or an overage, these amounts will be listed as well.
14. Check the Total and select the Close PO when the check is written check box to close the purchase order.
15. Select the Check Form from the corresponding pull-down.
16. Select the Bank from the pull-down.
17. The Check # defaults to the next check number to be printed, but it can be edited as needed.
18. The Check Date can be edited if need be, but will default to the current date.
19. To print the check(s), click Print.
20. A print preview pop-up window will display. Once the check and information has been reviewed, click the Printer icon located in the upper right corner of the screen to print the check. You alos have the option to download the file to your computer by clicking the Download arrow.
1. In the Purchasing / Accounts Payable menu, click Internal Quick Check.
2. Select the applicable fiscal year from the pull-down. The pull-down defaults to the current fiscal year.
3. For an Internal Quick Check to a vendor, click the Non-PO Invoice tab.
4. Select the Facility and the Vendor from the corresponding pull-downs.
5. Click One time vendor to use a vendor that isn't in the system.
a. In the pop-up window, enter the vendor's information and click Save.
6. Select the customers or students from the Customers pull-down.
7. Click Load.
The General Information section populates with Vendor information; there will not be a Batch or PO # / Type.
8. Create an invoice in the Invoices section.
9. Enter the Invoice # (Number), Invoice Date, Amount, and the account strip.
10. Check to be sure the correct Amount has been entered and select the Separate Check check box if more than one invoice is created and should be printed on separate checks.
11. If applicable, select the Debit Account and the Credit Account from the corresponding pull-downs.
12. Press the Enter/Return key to commit the line.
13. Click the delete button (red minus sign) to delete an invoice line, if needed.
14. Click the green plus sign to split an invoice between Internal Projects or other elements and accounts. Once selected, an indented line will be added under the original invoice line. Note: This does not create a separate invoice or check.
15. Check the Total and select the Check Form from the corresponding pull-down.
16. Select the Bank from the pull-down.
17. The Check # defaults to the next check number to be printed, but it can be edited as needed.
18. The Check Date can be edited if need be, but will default to the current date.
19. To print the check(s), click Print.
20. A print preview pop-up window will display. Once the check and information has been reviewed, click the Printer icon located in the upper right corner of the screen to print the check. You alos have the option to download the file to your computer by clicking the Download arrow.
1. In the Purchasing / Accounts Payable menu, click Internal Quick Check.
2. Select the applicable fiscal year from the pull-down. The pull-down defaults to the current fiscal year.
3. For a quick check based on a utility invoice, click the Utility Invoice tab.
4. Select the Facility from the corresponding pull-down.
5. Select the Vendor from the corresponding pull-down.
6. Clear the selected Use Vendor check box to generate a quick check based on a PO.
a. Clearing the Use Vendor check box allows you to select the applicable purchase order from the PO # pull-down.
7. Click Load.
The General Information section lists the Vendor name. There will not be a Batch attached, nor will there be a PO # / Type.
8. Complete the Invoices section including an Invoice # (Number), Invoice Date, Amount, and account strip. Depending on district setting, you may also need to complete the debit and/or credit account pull-downs.
A Utility invoice displays additional fields for completion, such as KW Usage, GAL Usage, etc. Complete these fields, as needed.
9. Press the Enter/Return key to save the line of data.
10. Click the delete button (red minus sign) to delete an invoice line, if needed.
11. Click the green plus sign to split an invoice between Internal Projects or other elements and accounts. Once selected, an indented line will be added under the original invoice line. Note: This does not create a separate invoice or check.
12. Check the Total and select the Check Form from the pull-down.
13. Select the Bank from the pull-down.
14. The Check # will default to the next check number to be printed. The Check Date can be edited if need be, but will default to the current date.
15. To print the check(s), click Print.
16. A print preview pop-up window will display. Once the check and information has been reviewed, click the Printer icon located in the upper right corner of the screen to print the check. You alos have the option to download the file to your computer by clicking the Download arrow.
1. In the Purchasing / Accounts Payable menu, click Internal Quick Check.
2. Select the applicable fiscal year from the pull-down. The pull-down defaults to the current fiscal year.
3. For an internal refund from a revenue account, click the Revenue Refund tab.
You can use the Revenue Refund Internal Quick Check for a vendor rental transaction. In that situation, you would have collected revenue; therefore, if the vendor cancels and a refund needs to be made quickly, you would do a Revenue Refund.
4. Choose the correct Facility and Vendor from the pull-downs.
5. Select the customers or students from the Customers pull-down.
6. Click Load.
The General Information section lists the Vendor name. There will not be a Batch attached, nor will there be a PO # / Type.
7. Complete the Invoices section including an Invoice # (Number), Invoice Date, Amount, and account strip.
The image shown does not display options for a Debit Account and a Credit Account--this is dependent on district settings and may not be available to everyone. This also applies to the different elements you may see listed here--every district uses different elements and a different element order.
8. Press the Enter/Return key to commit the line.
9. Click the delete button (red minus sign) to delete an invoice line if needed.
10. Click the green plus sign to split an invoice between Internal Projects or other elements and accounts. Once selected, an indented line will be added under the original invoice line. Note: This does not create a separate invoice or check.
11. Check the Total and select the Check Form from the pull-down.
12. Select the Bank from the pull-down.
13. The Check # will default to the next check number to be printed. The Check Date can be edited if need be, but will default to the current date.
14. To print the check(s), click Print.
15. A print preview pop-up window will display. Once the check and information has been reviewed, click the Printer icon located in the upper right corner of the screen to print the check. You alos have the option to download the file to your computer by clicking the Download arrow.
You can utilize the Files section by attaching any invoices, quotes, etc. that may be relevant to the PO, Non-PO, or Revenue Refund.
1. As indicated in the Files section, drag files directly into the box to attach documents or click the Select button to browse for files.
2. Click the Scan File button; this will prompt you to download Dynamsoft. This is a one-time download that allows you to attach files directly from your scanner. In doing so, you will bypass saving the file to your computer first.
The Comments section allows you to add internal comments--these comments will not print on the invoice. This is a great place for notes that will appear on the PO and Invoice, the Non-PO record, or Revenue Refund.
1. To add a comment, type the comment in the text box.
2. Click Post.
Once a comment is posted, it cannot be deleted or edited.