Internal Quick Check

The Internal Quick Check module 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.

PO Invoice

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

2. Click the PO Invoice tab.

Internal Quick Check

3. For an Internal Quick Check based on an existing PO, select the Facility from the pull-down.

4. Select the purchase order from the PO # pull-down.

Instead of scrolling through all available POs, start typing the name or number of the PO in place of the word Filter. This technique can also be applied to the Facility pull-down.

5. 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.

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

7. Enter the Invoice #, Invoice Date, Amount, and the corresponding account strip.

8. If you create more than one invoice, you can select the check box to print a Separate Check for each invoice.

9. If applicable, select the Debit Account and the Credit Accounts from the corresponding pull-downs.

10. 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.

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.

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

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

Internal Quick Check

11. If entering data manually, press the Enter key to commit the line.

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.

12. Check the Total and select the Close PO when the check is written check box to close the purchase order.

Internal Quick Check

13. Select the Check Form from the corresponding pull-down.

14. Select the Bank from the pull-down.

15. The Check # defaults to the next check number to be printed, but it can be edited as needed.

16. The Check Date can be edited if need be, but will default to the current date.

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

18. A print preview pop-up window displays. 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 Internal Quick Check.

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

3. Select the Facility and the Vendor from the corresponding pull-downs.

Instead of scrolling through all available Vendors, start typing the name or number of the Vendor in place of the word Filter. This technique can also be applied to the Facility pull-down.

Internal Quick Check

4. Click Load.

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

5. Create an invoice in the Invoices section.

6. Enter the Invoice # (Number), Invoice Date, Amount, and the account strip.

7. 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.

8. If applicable, select the Debit Account and the Credit Account from the corresponding pull-downs.

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

9. Press the Enter key to commit the line.

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.

10. Check the Total and select the Check Form from the corresponding pull-down.

11. Select the Bank from the pull-down.

12. The Check # defaults to the next check number to be printed, but it can be edited as needed.

13. The Check Date can be edited if need be, but will default to the current date.

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

15. A print preview pop-up window displays. 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 Internal Quick Check.

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

Internal Quick Check

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

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

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

5. 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

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. 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.

8. Press the Enter key to save the line of data.

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.

Revenue Refund

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

2. 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.

3. Choose the correct Facility and Vendor from the pull-downs.

Instead of scrolling through all listed Vendors or Facilities, start typing the name or number of the data in place of the word Filter.

Internal Quick Check

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.

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.

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

6. Press the Enter key to commit the line.

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.

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.

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.

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.