Write manual check for open invoice

[beckyc]

We pay several bills with an online bill pay program. In order to keep track of the invoices, I would like to enter all invoices (ones to pay by check and ones to pay with bill pay) into power church. Then I would like to print actual paper checks for some bills, but mark the other bills as paid - and mark that they were paid via bill pay. Is there any way to do this?

Thanks
Becky

[NeilZ]

We pay several bills with an online bill pay program. In order to keep track of the invoices, I would like to enter all invoices (ones to pay by check and ones to pay with bill pay) into power church. Then I would like to print actual paper checks for some bills, but mark the other bills as paid - and mark that they were paid via bill pay. Is there any way to do this?

Thanks
Becky

You enter those bills you pay by check as INVOICES, those you pay via EFT you enter as MANUAL CHECKS, and use EFT as the check number. The data entered as manual checks is updated to the vendor records, just as if you entered it as an Invoice.

[beckyc]

Thanks, you've confirmed for me that manual checks are the only way to enter an EFT. I tried several ways but couldn't find anything that would accomplish it.

it's a NEGATIVE - In case those who do the programming are reading this -
But in my mind, that is a negative as electronic payments become more common. I can not use the features of the invoice module which can be a huge asset to running our church finances.
Such as: Using the due date as a tickler system so bills don't get lost, Listing of funds needed by a certain due date, etc.
I have to then keep bills (which might not be paid for 3 weeks) in a separate folder and sift through them each time to check for the due date instead of using my accounting software to automate that chore for me.

One option that might help (if converting an invoice to a manual check isn't possible) would be to allow letters or characters in the check number when physically printing checks. My guess is that this isn't allowed because the check number field is probably constrained to a numeric entry. But if there was some way to "print" a paper copy of a check without using check numbers from my physical paper checks - maybe the option to print checks OR to print checks for electronic payments - that might be feasible from the programmer's point of view. Just tossing out a few suggestions.

Thanks,
Becky

[NeilZ]

Thanks, you've confirmed for me that manual checks are the only way to enter an EFT. I tried several ways but couldn't find anything that would accomplish it.

it's a NEGATIVE - In case those who do the programming are reading this -
But in my mind, that is a negative as electronic payments become more common. I can not use the features of the invoice module which can be a huge asset to running our church finances.
Such as: Using the due date as a tickler system so bills don't get lost, Listing of funds needed by a certain due date, etc.
I have to then keep bills (which might not be paid for 3 weeks) in a separate folder and sift through them each time to check for the due date instead of using my accounting software to automate that chore for me.

When I receive bills that I pay via EFT. I enter the Manual Check as normal, but list the date in the system as the date that I am going to tell the bank to pay the bill by. I have the church account available in my browser, and enter the amount and payment date there. I don't keep those 'hanging around'. However, the manual check is basically the same as the invoice, as it contains all the same information and posts in AP and FA the same.

One option that might help (if converting an invoice to a manual check isn't possible) would be to allow letters or characters in the check number when physically printing checks. My guess is that this isn't allowed because the check number field is probably constrained to a numeric entry. But if there was some way to "print" a paper copy of a check without using check numbers from my physical paper checks - maybe the option to print checks OR to print checks for electronic payments - that might be feasible from the programmer's point of view. Just tossing out a few suggestions.

Thanks,
Becky

Not sure what you are looking for here? Could you explain why you would want to print the manual check? It would help as there may be something available you can use.

[beckyc]

Maybe other places have a more consist income flow? Or don't have as many bills to pay - we also have a day school as part of our church ministry? I don't feel comfortable to write a manual check until I know when I am going to pay it. I might pay it this week - 2 weeks early - because I have the funds this week. Or I might hold on to it until the actual due date. I would love to be able to pull up a listing that would tell me how much money is due this week or next week so that I can get input on which is my priority to pay first and I can't do that unless it is in the invoices module.

I don't really need to "print" anything. I was just thinking that maybe using the print checks option that is currently available - that it might be easily programmed to add a "print" these invoices as an EFT.

Thanks for talking this through with me.
Becky

[NeilZ]

Maybe other places have a more consist income flow? Or don't have as many bills to pay - we also have a day school as part of our church ministry? I don't feel comfortable to write a manual check until I know when I am going to pay it. I might pay it this week - 2 weeks early - because I have the funds this week. Or I might hold on to it until the actual due date. I would love to be able to pull up a listing that would tell me how much money is due this week or next week so that I can get input on which is my priority to pay first and I can't do that unless it is in the invoices module.

I don't really need to "print" anything. I was just thinking that maybe using the print checks option that is currently available - that it might be easily programmed to add a "print" these invoices as an EFT.

Thanks for talking this through with me.
Becky

If you enter them in AP, with the due date, there is a report that will give you what you're looking for under the AP Reports, look at the Cash Requirements report.

[beckyc]

I tried this, but if I enter as an open invoice in accounts payable, then the invoice is stuck there until I delete it. I can't tell PC that I just paid that invoice electronically please post it now. And I have to re-type all the posting info under manual checks. It just seems a waste of time.

My wish list item would be to be able to enter all invoices in the open invoices AP module. Then "pay" them (or mark them paid) with the same ease that I pay the regular "paper check" invoices.

Becky

[NeilZ]

I tried this, but if I enter as an open invoice in accounts payable, then the invoice is stuck there until I delete it. I can't tell PC that I just paid that invoice electronically please post it now. And I have to re-type all the posting info under manual checks. It just seems a waste of time.

My wish list item would be to be able to enter all invoices in the open invoices AP module. Then "pay" them (or mark them paid) with the same ease that I pay the regular "paper check" invoices.

Becky

I didn't say an 'open invoice' I said a manual check with all the information and a date that the payment is due by. What is the problem with entering an online pay bill as a Manual Check in much the same way as you would enter an invoice ?? Please explain.

[beckyc]

My problem with using the manual check is that I want to keep track of exactly how much money I have in my checking account as of right now. Also, if I use the manual check then I don't have access to the funds needed feature. I also don't have access to the tickler system available in the AP module that will remind me when a payment is due.

Here's what I'm trying to fix:
Currently, when our bookkeeper receives an invoice, she will enter it into open invoices. If she is going to use EFT, then she will file those invoices in a folder and not enter to open invoices. She is not entering them into PC because she is not paying them right now. When she does pay them, she will enter a manual check and give it a name "online payment" instead of giving a manual check number. But she has to remember to look in her folder and catch the due date on the electronically paid bills. We have had a few late fees because she is not catching them.

I would like to see her enter them into open invoices and print a listing of bills and due dates and how much money will be needed on a certain date. And then be able to pay them with either a paper check or an online billpay.

The tickler system is really key for me.
If she enters them as a manual check and writes the date paid as the 30th of the month then she still needs to go back to her folder, find the ones with a current due date, and pay those. I lose the ability to have them as a tickler system to help remind her of due dates.

Also, if she enters a manual check for payment on the 30th and then decides to pay the bill electronically on the 20th, then for 10 days our checking account balance will appear as an incorrect amount.

I do understand how a manual check works for the EFT's and that is what we currently do. But I think for our organization it is not the optimal procedure as we have a system in PC that is powerful enough to help us but we can't avail ourselves of some of the features that would be a help.

Thanks
Becky