Write Checks Fields

Enter the ID code of the vendor (up to 20 alphanumeric characters) for the purchase. If this is a one-time purchase from a vendor you don't want to store on the system, you can leave this box blank. You can look up existing vendors by selecting the Lookup button or entering a ? in the box.

To display a list of existing vendors, type ? in this field, or select the Lookup button. To add a new vendor, type + or double-click the field, which displays the Maintain Vendors window.

Check the box if you want the payment to be handled as an electronic one.

If the current vendor has been set up for default electronic payments in Maintain Vendors, the Electronic Payment box will automatically be checked for this payment, meaning it will be handled as electronically.

Leave the check number blank if you want to print a check.

Enter a number only if the check has already been written. This will ensure a second check is not written to the vendor, by printing the word "DUPLICATE" on the check. You can enter any number, using up to 20 alphanumeric characters.

If the Electronic Payment box is selected for this payment, the Check Number box will read "Electronic" since there will be no check number for a payment handled electronically.

This is the system date if you are in the current accounting period. If you're not working in the current accounting period, then this defaults to the first day of the current accounting period. Enter the actual date of the disbursement; this is not necessarily today's date.

Pay On

For electronic payments, this is the date on which the payee must be paid. Sage 50 will calculate and display the Send By date based on this Pay On date.

For electronic payments, this date is calculated based on the entered Pay On date. The Send By date is the date on or before which the payment must be transmitted electronically in order for the payee to received it on time. For payments to be made on time, they must be transmitted no later than midnight of the Send By date.

Enter the amount of the payment here.

If you are on the Payments screen:

If you enter an amount in this field, Sage 50 will apply the payment to invoices or expenses for you depending on the tab that has focus. You can change the way the amount is applied, if necessary.

If you don't enter an amount in this field, it will be calculated for you using the amounts you apply to invoices or expenses.

The Payment Amount must equal the total amount of the Apply to Invoices and Apply to Expenses tabs to save the payment.

Use this to enter the name of a vendor you don't want to store in the vendor list. If the vendor is entered, Sage 50 displays this field automatically. You can change it for this payment by selecting the arrow button and making your changes.

Use this field to designate the way the payment is being made. The payment methods in the drop-list come from the Pay Methods tab in Vendor Defaults. Click the Payment Method link to add, edit, or delete payment methods. Learn more.

The payment method is required.

You can enter anything you want here. By default Sage 50 displays the vendor account number entered on the Purchases Info tab of the Maintain Vendors window. By default, Sage 50 does not print the Memo field on the check. If you want the memo printed on the actual check, you can customize a check form in the Forms Design editor.

Enter or select the General Ledger account ID you want to use when making this payment. This would generally be a cash account.

If you have the Hide General Ledger Accounts global option activated, the Cash Account lookup list only displays names of cash accounts currently set up in the chart of accounts. Select the cash account name to apply to this deposit.

If you are using real-time posting, this displays the amount in the selected G/L account based on the displayed transaction date.

If you are using batch posting or SmartPosting, this displays the amount in the selected G/L account based on the displayed transaction date including any unposted transactions you entered for invoices, receipts, payments, expense checks, or the general journal.

If the word Uncalculated appears in this field, select to update the displayed cash balance. This button is not available if you selected the Recalculate cash balance automatically in Receipts and Payments global option.

Enter the expense account to use for this payment. If you have selected an existing vendor ID, the expense account displayed here will be the default expense account set up for that vendor. If the vendor is not an existing one, the expense account will be the default purchase account listed under Vendor Defaults.

If you select the Split button, the displayed expense account will be the default account in the Split Transaction window.

To change the account ID, type ? in this field, or select the Lookup button. To add a new account, type + or double-click the field, which displays the Maintain Chart of Accounts window.

This is the description of the line item covered by the check you are writing.

If you select the Split button, the displayed expense account will be the default account in the Split Transaction window.

If you are tracking job cost, select the job ID (if the job uses them) to which this line item applies. To display a list of existing jobs, click the folder button or type ? in this field. Tell me more about selecting job records. From the Proposals window, you will see only jobs that have a Billing Method of Percent of Proposal or No Progress Billing. Moreover, if you have already billed or partially billed this line item, you will not be able to edit the job information on this line item. To use job costing to its greatest potential, you should try to assign transactions to the most detailed level of the job possible (which can include job phases and costs codes). (Sage 50 Premium Accounting and higher)The Job ID field on the Apply to Proposal tab will be disabled if no job is selected for the line on the original proposal and it will be Read Only if there is a job applied to the line. (Sage 50 Premium Accounting and higher)