- How do I handle A/P or Trust checks written to people/companies that are not on my vendor list (or what is a miscellaneous vendor)?
- What is the difference between a demand check and an A/P check?
- What is a recurring payable?
- Can I get a payable list that excludes invoices incurred on behalf of my clients?
- On the Vendor screen, what is a default client expense code?
- On the Vendor screen, what is a default chart of account number?
- When entering payables, what account number should I enter on the firm tab, my cash account number?
- Can I print more than one check at a time?
- After I print a check, can I change the check number?
- What happens if I printed a series of checks with the wrong check numbers?
How do I handle A/P or Trust checks written to people/companies that are not on my vendor list (or what is a miscellaneous vendor)?
If you need to write a check to a person/company that you do not have a vendor code setup for, you can use the Miscellaneous Vendor Button. This button appears when you click on the arrow to look up your vendors. By using this button, when inputting the check request or writing a check through the Demand check writer, you will be allowed to enter the person/company you want the check made out to. This button should only be used for persons/companies you do not repeatedly pay. No 1099's will be generated for this particular vendor code.
What is the difference between a demand check and an A/P check?
The A/P check writer is used for tracking the cash requirements of your Firm. This feature allows you to enter invoices when they are received and post them to the system without actually printing the check at that time. When you post a client incurred invoice in the A/P function an entry will appear on that matter's billing activity, even before printing the check. This will allow you to bill the client for this cost, and receive payment from the client before paying the actual invoice. In the A/P function you have the ability to debit (charge) up to ten chart of account numbers per check, as well as 10 different matters at the same time. With the A/P check writer you have the ability to include multiple invoices on one check. The Demand check writer is for use when you need to get a check out the door immediately. When using the demand check writer you can only debit (charge) one chart of account number per check (although you can charge 10 matters at one time). If you have entered a payable through Enter/Post Payables, be sure to write the check in Print A/P checks.
What is a recurring payable?
A recurring payable is a payment that is due the same day, for the same amount and to the same payee every month. (i.e. rent, insurance etc..)
Can I get a payable list that excludes invoices incurred on behalf of my clients?
The Accounts Payable/Cash Requirement Report will provide you with a listing of invoices entered in the system and still due. This report can be printed for Firm only invoices, Client only invoices, or both. The entire amount of invoices that have both Firm and Client incurred costs will appear on both.
On the Vendor screen, what is a default client expense code?
The default client expense code on the vendor screen, if filled in, will automatically be pre-filled on the screen when processing a client incurred cost either in A/P checks or demand checks when the vendor code is used.
On the Vendor screen, what is a default chart of account number?
The default chart of account number on the vendor screen, if filled in, will automatically be pre-filled on the screen when processing a firm incurred cost either in A/P checks or demand check, when the vendor code is used.
When entering payables, what account number should I enter on the firm tab, my cash account number?
NO. When entering payables, the account number on the firm tab is the expense account you want to charge for the expense. For example, if you were writing a check for rent, you would want to enter the Rent Expense account number. The cash account that will automatically be credited will be the Operating Cash Acct Default number setup in the Default Account Setup. If the cost you are entering is client incurred, no chart of account number needs to be entered (and there is no place for one!). The account number for Client Advanced Costs that has been pre-filled in the default account setup will be debited. On client incurred costs, you must enter the client/matter number, client expense code and amount.
Can I print more than one check at a time?
Yes. Select the checks you want printed by holding down the control key and highlighting each check in the list. Be sure you have enough checks in the printer. The checks will be printed numerically, so be sure you have them in the correct order.
After I print a check, can I change the check number?
NO. If you need to change the check number after the check has been printed, you must first void the incorrect check number. Then you process the invoice as you did before, only when printing the check use the correct check number. If you do not need to generate a physical check simply check the Do Not Print box before printing.
What happens if I printed a series of checks with the wrong check numbers?
If the check numbers for a series of checks are wrong and the checks have already been posted, then you need to void the incorrect numbers. You will then need to enter the payable again, but when printing the check enter the correct check number that actual appear on the physical check. If that check number has already been used in the system, Abacus Accounting will not let you use it again. To work around this, simply use the actual check number with a point one (.1) after the number. If you do not need to generate an actual check (because the original one is okay), simply print this check on a piece of paper. If the check numbers are wrong on a series of checks and the checks have NOT been posted, simply reprint them with the correct numbers.