The Write Checks window is a simplified version of the Payments window. Write Checks allows you to quickly enter check information without having to make individual line-item distributions.
Write Checks vs. Payments: Which one should I use?
Use Write Checks if
- You simply need to enter a payment and print a check "on the fly."
- You are not paying an invoice that is in the system and do not need to update inventory or job costing expenses.
Use Payments if
- You need to record the receipt of inventory items.
- You need to record the payment of a vendor bill/invoice that is in the system.
- You need to update job cost expenses with a payment.
Note: All checks written in either the Payments or the Write Checks window are listed in the Cash Disbursements Journal.
Like the Payments window, Write Checks lets you write a check to a vendor. Unlike Payments, however, Write Checks doesn't let you pay vendor invoices or make prepayments. So Write Checks should be your choice whenever you want to make payments for transactions, such as expenses, that don't involve invoices or the need to track inventory.
If you need to distribute a payment to multiple line items, select the Split button. The Split Transaction window appears; there, you can enter the appropriate line-item information.
If you click the List button while working in Write Checks, the Select Write Checks window appears, letting you select and edit any check previously entered in the Write Checks window.
You can also edit these checks through the Payments window, using the List button there. However, once you edit the check in the Payments window, it will no longer be treated as a payment coming from Write Checks. Instead, Sage 50 will treat the check as a regular payment, and you can then work with it in the Payments window, applying it either to expenses or invoices just like any other regular payment.
Sage 50 has two methods for handling payments that you make on a consistent basis. Memorized transactions are like a template that you can quickly flesh out for specific transactions. They are not posted to the general ledger. Recurring transactions are complete transactions you set up to happen on a set timetable—monthly, quarterly, yearly, etc. An example would be if you have a monthly service contract with a vendor.
Sage 50 gives you the opportunity to review the information that will appear on forms before you print them. The Print button in the toolbar of Payments gives you three options: Select Print Preview to look over a check before printing; when you're ready, select Print for a hard copy of the check; select Select Checks to Print if you want to print a batch of checks from this window.
Preview a check before printing
You can use the Track It panel to update the tracking status of a check (pending, approved, etc.), including assigning it to a specific user or all users that have a specific role in your company.
Sage 50 will print "duplicate" on the check if a Check Number has already been assigned to the check, either because it was printed before or because the Check Number field on the Write Checks window was filled in prior to printing. On the Write Checks window
- Complete the Check Number field ONLY if the check was printed outside of Sage 50, such as by hand.
- Leave the Check Number field blank if you plan to print the check you are entering. Sage 50 will automatically assign the next check number when you click Print and it will not print "duplicate" on the check.
Sometimes you need to void a check for an invoice. You'll be able to do this for any checks that have been posted but not cleared with the bank. To void a check:
- Display it in the window.
- Select the Delete button.
- From the drop-down options, select Void.
If you see the word Uncalculated in the Balance field of the window, then the Recalculate cash balance automatically in Receipts and Payments in Maintain Global Options is currently not selected. However, you can manually update cash balance; click the link to find out how.