Recording Cash Payments and Checks 

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This task, under the Banking tab, is the most simple method for recording cash payments, and is used in either of two options for system setup:

• When the "No Special Journals" option is checked in the Company Information screen.
• When the Inventory system is implemented. In this case, purchases are tracked through Purchase Orders and Purchase Invoices, and payments are made with this screen.
• Otherwise, cash payments are recorded using the Cash Payments Journal in the General Ledger tab.
• Note that you can either click on any of the buttons or use the "hotkey" by pressing the CTRL key with the underlined letter on the desired button.

• Check # - The check number is automatically incremented, or you can select an existing check from the drop-down list to correct a prior entry.
• Date- The date field will automatically be populated with the System Date,  but you can use the pop-up calendar to change the date, if required.
• Vendor - Use the drop-down list to select an existing vendor to be paid, or add a new vendor with the Maintain Vendors screen.
• Amount - You cannot enter anything into this field directly. It will automatically be updated as you allocate the payment across one or more accounts.
• Add - Click on this button to add an account for allocating all or part of the check to be paid.  A pop-up Chart of Accounts will be displayed to aid you in selecting the General Ledger account to be debited.
• Amount - Insert the amount to be allocated to this account.
• At this point, you have several options as a next step:
  • Add  - Add another General Ledger account line for additional amounts to be allocated to other accounts. 
  • Save - Save the payment as it is and continue.
  • Save and Create New - Save the current payment and initialize another one.
  • Delete - Remove a payment made in error. 
  • Clear - Remove all detail lines and restart the entry.
  • Close - Leave this screen. 

If the Accounts Payable Checks option on the Company Information screen is checked, a mocked-up image of the check itself will next be displayed to confirm your payment. The Cengage General Ledger program does not support actual printing of checks.