Overview

Create, print, and post checks in SchoolCash Accounting so payments are recorded correctly and posted to the general ledger.

Steps

  1. From the Main Menu, go to General  > Issue Checks - Disbursements.
  2. Enter the name of the staff member requesting the check in Check Requested By.
  3. In Pay to the Order of, select the supplier/vendor:
    • Direct match - Type the name and select it.
    • Similar names - If a prompt appears, pick the correct supplier from the list.
  4. Enter remaining check details:
    • Amount
    • RE: - reason that the check is being written.
    • Category and optional split to additional categories
  5. A warning pop up may appear if a category has low funds, resolve it before continuing:
    • Choose another Category, or
    • Reduce the Amount, or
    • Move funds with Transfer Entries and return to the check.
  6. Click the Checkmark at the bottom of the page to Save.
  7. If you have additional checks to process, click Forms > Add Form to add another check.
  8. When you are finished entering all checks, click Print > Statement to review all forms and checks before printing.
  9. Click Print > Print Check. 
  10. Click Add to Ledger to post the check to the general ledger.
  11. If needed, select the check in Issue Checks and click Void Check. Voids remain for audit history.

Outcome

The check is created, printed, and posted. Payment details appear in Ledger Inquire and reports.

Troubleshooting

  • Supplier prompt appears - Multiple similar names exist. Select the correct supplier.
  • Low balance warning - The category lacks funds. Change the category, reduce the amount, or move funds with Transfer Entries.
  • Print alignment off - Adjust layout in Check Layout, then reprint.  **NOTE: Checks cannot be reprinted if they have been added to the ledger.

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