Posting a Check

You can manually track all your expenses by posting a check.  You will need to add a check every time the chapter spends funds for chapter expenses. If your chapter opts into the Bank Sync Feature, you won't have to manually track your chapter's expenses, just edit the COA and Vendor. 

Banking Module >

Check & Deposits > Manage >

Checks tab > 

Create Check>

You will need to select:

• A bank account where the transaction was processed.
• Date it was processed
• Check Number – this is for reporting purposes, or to help locate a check in the future.  If this way, not a check or you don’t have the check number available, you still need to put in a number. For example, you can enter 0000 or if it was an online transaction, we recommend putting in ‘EFT’ for Electronic Funds Transfer.

Note: If you put in a duplicate check number/ EFT you will get a pop-up notification that this check number already exists. That is fine, and you can select continue to move on.

Vendor Type:

• Vendor
• Chapter Member – You can track checks written to a member for either reimbursement of funds, refunds, or returning a security deposit... ETC.

Vendor:

• Vendor Name a vendor from the existing list
• Add a vendor -add the new vendor so you can link it to the check

Details to tag the transaction:

• Chart of account – will only load expense accounts because these are expense transactions from your chapter and this will then link to the appropriate budget bucket and reporting
• Description– for record purposes, more information about the purchase. 
• Amount of the transaction
• Tag– What role the transaction was associated with? (This may not be an option depending on your org)

Memo:

Add any notes about the transaction that will help with your reporting or identifying it in the future. It may be helpful to add the why/ what event or budget the transaction was intended for or who make the payment. There is a limit on how many characters you can add. If you are over the limit, you can not save the memo

Once you have finished filling out all the details click Submit.