On occasion, it may be necessary for cheques (that cannot wait to be included in the next cheque run) to be written out manually. For example, a rush payment for a supplier in order to clear outstanding items. This procedure enables you to record the details of manually written out cheques and allocate the amounts to outstanding invoices.

To enter a manual cheque:

From the side-menu, select Accounts Payable > Payments > Manual Payments.
Click

Field	Details
Batch and Reference:	This will Auto Populate once the batch has been created
Fiscal Period:	This will default to the current financial period, but may be changed to any currently open period if required.
Transaction Date:	The date for transactions in the batch
Description:	Free format text, used to help identify the batch.

3. When you have entered the details above, clickto move onto Payment Entry.

4. Click.

Field	Details
Supplier Account	The supplier account to which this payment is being made. Lookup is available.
Pay Reference	A Coins ERP+ generated unique internal reference number for this Payment
Cheque Number	If this payment refers to a manual cheque payment, enter the cheque number here. This may be left blank.
Bank	Specify the bank account from which this payment will be made
Pay Date	Specify the payment date of this transaction
Amount	Specify the amount of the payment
Currency	For multi-currency systems, specify the currency this payment is being made in

To prevent "over payment" to a supplier, Coins ERP+ displays a warning message if the payment will result in a debit balance on the account.

Either:
- Allocate the cash to invoices.
- Leave the cash unallocated.
Clickto return to the list of batches, and post the batch.

Manual Payments - Payment Allocation

The allocation of the payment is split across several tabs:

Payment Tab

To enter details on this screen click

For payments that cannot be allocated to an invoice at this time specify either a contract or department against which the unallocated cash will be reported. If this payment is to be allocated to an invoice, this screen should be left blank.

Field	Details
Contract	The contract (and phase if appropriate) against which the unallocated cash will be reported
Department	The overhead department against which the unallocated cash will be reported. Overhead departments are used to capture information about costs and purchase orders that do not relate to contracts. They are set up within the Central Repository.
Status	This will be blank for payment entry. Once the payment batch has been posted, accessing this screen will show the current status of the cheque

Clickto store the payment details.

To Allocate Tab

To allocate the payment against one or more invoices, select the To Allocate Tab:

Highlight the invoice line to allocate the payment against by selecting the appropriate tick box

If there is sufficient unallocated payment to cover the whole invoice, select Pay Invoices from the action dropdown at the

bottom of the screen and select the Apply Action button.

To allocate a part payment against an invoice, select the Open button against the line and enter the amount to be paid in the Amount Paid field.

Select the Save button to store the payment details.

Continue until the unallocated value at the top of the screen is zero.

Deleting Payments

To cancel a payment allocation, highlight the line (or lines) and select Delete Payments from the action dropdown at the bottom of the screen and select the Apply Action button. Alternatively, on a line by line basis, you can select the line and select the Delete button.

Allocated Tab

PL Payments - Allocated shows details of the invoices to which this payment has already been allocated.

Manual Payments - Posting the Batch

Once the payments are all allocated,clickto return to the batch header

The batch can be posted once all invoices are entered. Select the Post Action dropdown at the bottom of the screen and choose the appropriate action.

Action	Details
Post Batches:	Post the selected batches. This commits the transactions to the database
Post Batches with Report	Post the selected batches with a report.
Posting/Listing Report	Produce a listing report (for unposted batches) or a posting report (for posted batches) for the selected batches.

Select the Action button to apply your selection. The system will return you to the Invoice Batches screen. Once posting is complete, your batch will be displayed here with the status Posted.

Allocating Multiple Payments

If there arechequesthat have not been allocated to invoices, you can allocatechequesfor one or moresuppliersautomatically.

To allocate multiple payments:

Go to Input -Apply Unallocated Cash.
Add a new allocation batch.
Add cash allocation transactions.
For each transaction, specify the payment you want to allocate by entering the supplier code and the original payment reference number of the cheque.
Alternatively, you can leave the supplier Account field blank, and use the Pay Reference lookup, which displays a list of all unallocated payments.
As you add each transaction, Coins ERP+ displays the Payment detail; clickto return to the allocation browse.
Select the payments you want to allocate.
Choose Auto Apply Unallocated Cash from the list.
Coins ERP+ automatically applies the cash, first to any transactions with negative balances, in order by due date (earliest first), and then to transactions with positive balances, again by due date, and displays the list again, this time with the balances adjusted. The Pay Reference field contains a link to the allocation transactions.
If you want, you can view or adjust the automatic allocations: click the link in the Pay Reference field and use the Allocation tab.
When you are satisfied with the allocations, click.
Coins ERP+ returns you to the allocation batch list.
Post the batch in the normal way.
Coins ERP+ processes the payment batch and updates the General Ledger.

Allocating a Single Payment

To allocate a single payment:

Go to Input -Apply Unallocated Cash.
Add a new payment allocation batch.
Add a new cash allocation transaction.
Specify the payment you want to allocate by entering the supplier code and the original payment reference number of the cheque.
Coins ERP+ opens the cheque record. Use the Allocation tab to allocate the payment.
When you have finished the allocation, you need to post the allocation batch.

Allocating Cheques After They Have Been Entered

If you have previously entered a cheque that still remains partly or fully unallocated, you will at some stage need to allocate it.

There are different ways to apply unallocated payments to outstanding transactions:

Apply Unallocated Cash - (Manual) allows you to apply one payment for a supplier at a time. Coins ERP+ displays a list of all the outstanding transactions that exist for the supplier, allowing you to manually select which transactions to apply the payment to.
(Auto)Apply Unallocated Cash - (Automatic) Coins ERP+ displays a list of all existing unallocated payments on your system, and will automatically distribute the selected payment(s) to the oldest due invoices that are not on hold.

Leaving a cheque Partly or Fully Unallocated

When entering manual cheques, you may not want to allocate the full amount to an invoice straight away. If you do decide to leave a cheque amount unallocated, it will need to be allocated at a later time.

If you leave cash unallocated and your system is set to run sector processing, you must assign the unallocated cash to either a contract or an overhead department.

If you are not running sector processing, you can leave cash unallocated by simply clicking.

To leave a cheque partly or fully unallocated:

When you have entered the manual cheque, select the cheque tab.
Clickto open the cheque header.
Enter either a contract or an overhead department to assign the cash to.
Clickto save the cheque and clickto go to the cheque list.

Allocating Cash to Outstanding Transactions

After you have entered a manualcheque, you need to indicate which invoice or invoices it is to pay. You can do this when you enter thecheque, or later using one of the cash allocation functions.

To allocate cash to outstanding invoices

Select the manual cheque and select the Allocation tab.
Coins ERP+ displays a list of outstanding transactions for the selected supplier. The amount of the cheque to be allocated is displayed at the top of the screen.

Before allocating payment to a transaction, you can cheque the invoice status and other details, by clicking the link in the Internal Reference column. This will display the Invoice Details screen. To return to the list of transactions, click.
To allocate payment to a transaction, click
.
The Amount Paid and Discount Taken fields become input fields. Coins ERP+ completes these fields automatically by entering the total outstanding amount of the transaction.
If required, you can override these amounts by entering the amount of the cheque that you want to allocate to the transaction, and press.
Alternatively, to pay the full amount of a transaction (if the amount to allocate allows for this), select the transaction (or transactions) and choose Pay Invoices from the list. Coins ERP+ completes the Amount Paid and Discount Taken fields for you.
As you allocate the value of the cheque, the Unallocated amount will change accordingly, displaying the remaining unallocated amount.
If you select an invoice containing a labour element, Coins ERP+ may not allow payment if the subcontractor does not meet certain requirements.
To deselect payment, select the transaction and choose Delete Payments from the list.
You can use the Allocated tab to see the amounts you have allocated so far in this transaction.
When you have allocated the required amount of the cheque, click.
You can allocate (distribute) the amount of the cheque to one or more of the listed transactions, or you can leave the full amount, or part of the amount unallocated.
You will have to allocate this amount to a transaction at a later time.

What Happens If I Have Posted an Incorrect cheque?

If you have posted an incorrect payment (whether it was by cheque or a credit transaction), you can still correct the problem by cancelling the payment. Any transactions that were paid by the relevant payment reference will be reinstated.

To cancel a posted payment:

Go to Cancel Payment.
Clickto add a new cancellation batch.
Fill in the batch header details.
On the Transactions tab, click
to add a new cancellation transaction.
For each transaction you want to cancel, either:
- Enter the supplier Account code or use the lookup to select it, then use the Pay Reference lookup to select the transaction you want to cancel.
- Enter the Pay Reference for the transaction you want to cancel; Coins ERP+ fills in the remaining details.
Then click.
You then need to post the batch.