Dynamics GP Miscellaneous Checks vs. Payables Management Creating Checks on the Fly
Posted Thursday, January 14th, 2010
By now you probably have heard of the Microsoft Dynamics GP Miscellaneous Check window. A simple to use window that looks a little like it is from the QB (QuickBooks)family. This window is easy to use and quick for processing a check or multiple checks, however, there are some differences between using this window and using Payables Management to cut a check. What you should know…
Miscellaneous Check window is located in Transactions >> Financial>>Miscellaneous Check. On this window all of your options for cutting a check are available. You select your Checkbook ID, type in the Pay to name, amount and select GL accounts. Next you just click the “Print Check” button then “Post” button and off you go.
Here are some things to keep in mind when are processing a check using this window. This window will post the check to the Bank Reconciliation module not the Payables Management module. This is what users may encounter by processing a check this way. The scenario…a check was processed from the Miscellaneous Check window. A few months later someone calls over to the AP department and asks if a check has been cut for let’s say John Doe. The user automatically goes to the Vendor Inquiry window. (Inquiry>>Purchasing>>Transactions by Vendor). They find no record here for John Doe. If AP does not look in the Bank Reconciliation module (Inquiry>>Financial>>Checkbook Register) or Banking smartlist (Smartlist>>Financial>>Bank Transactions) chances are they may reissue the check. The lesson here is use caution and evaluate the check lookup process if you decide to use this window.
Payables Management Checks on the fly. If you do have those one off checks and a vendor you believe you will cut a check for only once and never again there is another route. This process is known to Payables Management as, “cutting a check on the fly.”
- Open the Payables Transaction Entry window. (Transactions>>Purchasing>>Payables Transaction Entry).
2. Enter information as you would for an invoice.
3. When you get to the Vendor ID click the label, see (1) on the screen shot above, this will open the “Vendor Maintenance Window” below.
4. Setup the vendor as you normally would and in the status field select “Temporary” see screen shot above for field reference. (For more information regarding Temporary Vendors see the “Temporary Vendors” section at the end of this article).
5. In the Check field, see below screen shot, enter in the amount for the check. Next click the arrow to the right or tab off the field. This will open the “Payables Check Entry”window.
6. Select the Check Book ID. The next Check Number should automatically populate along with the Date and Payment Number. Click OK
7. Check that your Distributions are correct by clicking the “Distributions” button on the below window. In Distributions there should be a Credit to the Cash account not the AP account.
8. Click the “Print Check” button. See below screen.
9. After the check has printed click “Save” to save the transaction to the batch. If you are not posting by batch click the “Post” button to immediately post the transaction.
Temporary Vendors - Microsoft Dynamics Payables Management module defines a temporary vendor as, “A person or company with whom you have or plan to have a short term relationship with and want to be able to delete easily.”
By setting a vendor status to Temporary:
- A Vendor can be deleted at any time as long there are no open transactions. The Transactions will remain in history even if the Vendor is deleted.
- You can change status to active at any time.
- You can make a vendor inactive if no current balance exist and there are no open PO’s in Purchase Order Processing.
By knowing the differences between these two windows you will be able to locate transactions that occur in each of the modules. Enabeling you to determine a best pratice for processing those “one off” checks.
Tags: Checks on the Fly, Dynamics GP Miscellaneous Checks, Dynamics GP Payables Management, Dynamics GP Temporary Vendors, Great Plains Miscellaneous checks, Great Plains Payables Management, Great Plains Vendors
Posted in AP, Banking, Dynamics GP
Amy Walsh
Amy Walsh is a consultant with I.B.I.S., Inc. and Microsoft Certified Business Management Solutions Professional. She is a graduate of Mercer University with a concentration in Accounting and Finance. She brings over 15 years experience working with both domestic and international enterprise ranging from start-ups to established global B2B companies.
With her background in accounting / finance alongside working with Microsoft Dynamics GP as both an end user and consultant allows her articulate connectivity into the World of Microsoft Dynamics GP. Her goal is to help businesses succeed in their endeavors through process streamlining, education and finding the right ERP solution to best fit business needs.
Need Expert Help With Dynamics GP?
Get the support you need to effectively manage your business.
Learn more about our Dynamics GP support options
[...] Checks on the Fly in Dynamics GP In a new post up at DynamicsCare, Amy Walsh takes a look at the difference between the Miscellaneous Check feature and cutting Payable checks on the Fly in Dynamics… Amy does a great job of highlighting the pros and cons of each approach. Published: [...]
nice!
Thanks Amy for the post, it will really help users