Cheque Entry Register

[Danny Hosford]

We were entering our sales expense reports through the Accounts Payable -> Reports -> Manual Check and Payment Entry to record the payment of the expenses via ACH Transfer (we use the Wire Transfer option in Sage). We also are using Sage 100 ERP.

We normally enter all six payments and then run the "printing" process. On this occasion, once all six were entered and before we printed the register, we needed to update one of the payments. We found the specific payment, updated the payment amount and added a g/l line item and amount under the Lines tab so the payment would balance. Now the issue starts. Next, we clicked the printer icon to run the payment register which printed an out-of-balance register. Because we didn't realized it would allow us to do so, we printed the register and said "yes" to updating the payment register. This then moves us to the Daily Transaction Register and also when we realized the payment entries were out of balance. And it is the first time we were giving a pop up to let us know we were out of balance. Now we are stuck. How do we fix this? I don't want to post an unbalanced entry to our G/L. Does it post unbalanced or does Sage 100 not allow us to so or does Sage 100 create a default account to enter the difference to?

As reference early, we went back to mark an adjustment to one of the manual payment. Somehow, the G/L detail behind the payment is gone except for the additional line item added. If I go to the vendor under the Vendor Maintenance and look at the invoice tab, the invoice and payment show as $3600; however, when I drill into the invoice it only shows G/L detail of $88.00 to support the $3600 invoice and payment. We have no idea how this happened or how Sage 100 let us proceed as unbalanced.

Any thoughts would be great. We have not yet completed the full process. The payments are listed on the check register but we have not run the daily transaction register to post to the G/L yet. We are holding out hope for a resolution.

You can use the Register window in recording banking transactions to a specific register or account. Most balance sheet accounts listed in the chart of accounts have a register that can be accessed by double-clicking the account in the list. On the other hand, there are two ways to record transfer in your accounting records which you may choose from:

Make Deposit - used after your customers pay you, click make deposits check off the payments you are taking to the bank, select the bank account they get deposited to and save. ou can also add in other deposits from funds received that are not sales related.

Journal Entry - Journal entries should be the exception when using QB, they often do not work as you think they should, and when you use inventory type items they never work for inventory. It is much better to use the forms on the home page the way QB is designed to be used. Journal entries also bypass accrual/cash reporting, and will not show on many reports.

"Write Check" is the Only input view that offers you both the Expenses and the Items tab, would allow Split lines for the details, where you can job track and additionally class track the details, and control Billable or not. Check Input Screen = paper, paperless, debit card, eft, ach, wire, etc. It gives you a Payee, and lots of details for the reporting.

JE is a brute force accounting entry. You avoid that for anything with Names, for AR, AP, QB Payroll, QB Sales, Sales taxes, and QB inventory. You just bypassed Cash vs Accrual Basis reporting, as well. These are hardly used in QB, except, for instance, year end depreciation and amortization.

When moving funds from one account to another, recording this transaction will reflect as Transfers in the banking register. Since this process has the same functionality when depositing amounts, these entries differ from each other as they have distinct basis once entered into the registers.

Also, with your check mode, you can choose which specific bank the money is going into from the Category details. It doesn't necessarily require you to use an expense account when charging these transactions. With that, we're unable to allow check numbers to show in the bank registers when working with your journal entries. This will only enable journal numbers to ensure timely tracking of the JE transaction you've made. You'll want to visit this reference when recording journal entries: Create journal entry in QuickBooks Desktop for Windows or Mac.

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