Quick Check

The Quick Check module serves as a way to print a 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’s a quick and easy way to print one-time vendor types of checks based on Non-POs. This module can also be used to quickly generate Revenue Refunds.

PO Invoice

1. From the Purchasing/Accounts Payable menu, click Quick Check.

2. Click the PO Invoice tab.

Quick Check

3. For a quick check based on existing PO, select the PO from the pull-down.

Instead of scrolling through all available POs, start typing the name or number of the PO in place of the word Filter.

4. Click Load.

When the PO loads, the first section shown is General Information.

Notice in the above image, the PO # is underlined. Clicking on this hyperlink allows you to open the original PO record.

5. Review the Line Items section to be sure you’ve selected the correct PO. All Line Items listed pulls directly from the original PO.

6. Navigate to the Invoices section to create an invoice.

7. Enter the Invoice # (Number), Invoice Date, Amount, and the corresponding account strip. If you create more than one invoice, you can select to print a Separate Check for each invoice.

The image shown contains 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. For example, this specific district uses Fund, Function, Object, Center, and Project for expense accounts.

8. For quicker entry, click the link titled 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 Separate Check (if applicable).

c. Click the delete button (red minus sign) to delete an invoice line if needed.

d. To add an invoice line, type all information in the top line, then press the Enter key to commit the line.

Click the green plus sign to split an invoice between Centers/Facilities 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.

9. Check the Total and select the Check Form from the pull-down.

10. Select the Bank from the pull-down.

11. 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.

12. To print the check(s), click the Print button.

13. 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. Note: If you do not see the black bar across the top of the screen or any of the icons, move your pointer over the window to make it appear.

To rotate the image, you can click the circular arrow (the 1st icon that appears in the upper right corner of the screen). Click the down arrow to download the image as a PDF file. You can also expand the window, zoom in, and zoom out using the three icons on the right side of the screen.

Non-PO Invoice

1. From the Purchasing/Accounts Payable menu, click Quick Check.

2. For a Quick Check to a vendor, click the Non-PO Invoice tab.

3. Select the Vendor from the pull-down.

Instead of scrolling through all available Vendors, start typing the name or number of the Vendor in place of the word Filter.

4. Click Load.

The General Information will only populate with Vendor information; there will not be a Batch or PO # / Type.

5. Create an invoice in the Invoices section.

a. Enter the Invoice # (Number), Invoice Date, Amount, and the account strip. Select any debit or credit accounts that may apply.

b. Check to be sure the correct Amount has been entered and select Separate Check (if applicable).

c. Click the delete button (red minus sign) to delete an invoice line if needed.

d. To add a line, type all information in the top line, then press the Enter key to commit the line.

Click the green plus sign to split an invoice between Centers/Facilities 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.

6. Check the Total and select the Check Form from the pull-down.

7. Select the Bank from the pull-down.

8. 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.

9. To print the check(s), click the Print button.

10. 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. Note: If you do not see the black bar across the top of the screen or any of the icons, move your pointer over the window to make it appear.

To rotate the image, you can click the circular arrow (the 1st icon that appears in the upper right corner of the screen). Click the down arrow to download the image as a PDF file. You can also expand the window, zoom in, and zoom out using the three icons on the right side of the screen.

Utility Invoice

1. From the Purchasing/Accounts Payable menu, click Quick Check.

2. For a quick check based on a utility invoice, click the Utility Invoice tab.

3. Select the Vendor from the corresponding pull-down.

Quick Check

Instead of scrolling through all available Vendors, start typing the name or number of the Vendor in place of the word Filter.

4. Clear the selected Use Vendor check box to generate a quick check based on a PO.

Quick Check

a. Clearing the Use Vendor check box allows you to select the applicable purchase order from the PO # pull-down.

Quick Check

5. Click Load.

The General Information section lists the Vendor name. There will not be a Batch attached, nor will there be a PO # / Type.

6. 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.

7. Check the Total and select the Check Form from the pull-down.

8. Select the Bank from the pull-down.

9. 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.

10. To print the check(s), click the Print button.

11. 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. Note: If you do not see the black bar across the top of the screen or any of the icons, move your pointer over the window to make it appear.

To rotate the image, you can click the circular arrow (the 1st icon that appears in the upper right corner of the screen). Click the down arrow to download the image as a PDF file. You can also expand the window, zoom in, and zoom out using the three icons on the right side of the screen.

Revenue Refund

1. From the Purchasing/Accounts Payable menu, click Quick Check.

2. For a refund from a revenue account, click the Revenue Refund tab.

You can use the Revenue Refund 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.

3. From the Vendor pull-down, select the Vendor.

Instead of scrolling through all available Vendors, start typing the name or number of the Vendor in place of the word Filter.

4. Click Load.

The General Information section lists the Vendor name. There will not be a Batch attached, nor will there be a PO # / Type.

5. 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.

6. Check the Total and select the Check Form from the pull-down.

7. Select the Bank from the pull-down.

8. 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.

9. To print the check(s), click the Print button.

10. 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. Note: If you do not see the black bar across the top of the screen or any of the icons, move your pointer over the window to make it appear.

To rotate the image, you can click the circular arrow (the 1st icon that appears in the upper right corner of the screen). Click the down arrow to download the image as a PDF file. You can also expand the window, zoom in, and zoom out using the three icons on the right side of the screen.

Files & Comments

You can utilize the Files section by attaching any invoices, quotes, etc. that may be relevant to the PO, Non-PO, or Revenue Refund.

a. As indicated in the Files section, drag files directly into the box to attach documents or click the Select button to browse for files.

b. There is also a Scan File button next to the Select button for direct scanning. 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.

a. To add a comment, type the comment in the text box. Then, click Post.

Once a comment is posted, it cannot be deleted or edited.