Overview

Use Issue Checks – Disbursements to create a check, assign categories, and (when applicable) calculate tax with the built-in Tax Calculator. This guide also explains when not to use the calculator.  Using the tax calculator is for Canadian clients only.

Steps

  1. From the Main Menu, go to Expense > Issue Checks – Disbursements.
  2. In Check requested by, enter the requester’s name.
  3. Confirm the Check Number. Edit if needed.
  4. In Pay To The Order Of, select a supplier from the list (recommended) or type the supplier name and use the fuzzy-match suggestion to avoid duplicates.
  5. Verify the Date, then enter Amount. 
  6. Enter a clear Re: (reason) and any Invoice #. If a duplicate invoice is detected, review the warning before proceeding.
  7. Assign the expense category:
    • Category: In Category Name, pick the category and press ENTER or click Save.
    • Split categories: Click Insert Row to add another category line and enter the split amounts until Difference shows $0.00.
  8. Calculate tax when the invoice states tax is included but does not show the tax amount:
    • With the category line selected, TAB to the HST/GST Paid field and click Tax Calculator.
    • Enter the Amount for that category, choose the appropriate Tax Type, and click Continue. The tax fields populate automatically.
  9. Print the check if required: check Print Check and use Print from the toolbar.
  10. Click Add To Ledger to post the check.

When Not to Use the Tax Calculator

  • If the invoice shows a sub-total and a separate tax amount, enter the tax as printed on the invoice.
  • If combining multiple invoices, add the tax from each invoice and enter the combined tax; do not use the calculator.

Outcome

The check is saved (and optionally printed), categorized correctly with Difference $0.00, and posted to the ledger. If used, tax is calculated and recorded on the category line.

Troubleshooting

  • Duplicate invoice warning – verify the invoice number and supplier; adjust if the bill was already paid.
  • Difference not $0.00 – review split amounts and tax; edit category lines until the balance clears.
  • Supplier not found – use fuzzy match or add the supplier.

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