Entering Unreconciled Checks

Overview

This document will cover how to enter your pre-dated unreconciled checks paid from your legacy system into Savance Enterprise prior to GoLive so they can be reconciled in the future using your bank statements.

Creating a Ledger Account

Before you get started you will need to create a temporary Expense Ledger Account to assign these checks to.

• Go to Accounting > Accounting Manager and select Ledger Accounts

• Select ‘Account’ > New Ledger Account

  

• Enter Ledger Name ‘Previous System Unreconciled Checks’

• Choose Ledger Type: Expense

• Subtype: Expense

• Warehouse: ALL

• Once completed select ‘Save’

  

System Settings

Next, we want to ensure these checks do NOT get queued to print. To change your global settings for this exercise you will need to go to Admin > Administrator and choose the ‘Warehouses’ tab.

• Choose the Warehouse Settings sub-tab

• Under Queue to Send section, uncheck ‘Checks’

  

• NOTE: If you have multiple Warehouses you will need to update this setting for all locations.

• Once you’ve made your system changes you will need to log off and log back into Savance Enterprise for the settings to be configured.

Printer Settings

In addition to not queuing these checks to be printed, we also do not want these checks to automatically print from the Write Checks screen. To avoid this you will need to create and add a PDF printer to your server and application. We recommend downloading, a PDF printer. http://www.bullzip.com/products/pdf/download.php

Once this PDF printer is installed, you will next need to add it to the Savance server and application as well and assign this new printer accordingly.

Configure Printer Within Savance Server

• Open the Savance Server on the Windows Server you just installed the printer on.

• A screen will open that displays all the currently active printers configured with the software. Hit the Refresh Printers button. Choose the Local Printers option.

• A Refresh Printers box will display on the screen. It will cycle through all the printers available in the Windows Control Panel. Hit the Ignore button until the new printer is displayed. Once it is, then hit the Add New button.

  

• Next, a Printer Details box will display on the screen. You can change the Printer Friendly Name, which is what is displayed within Savance Enterprise. You can also add a description and choose the warehouse that the printer belongs to. Hit Save when you are ready to proceed. If any additional printers are displayed on the Refresh Printers screen that do not need to be added, you can hit Ignore All to complete the process.

  

• Now the printer will be displayed on the Available Printers screen along with the rest.

Configure Printer Within Savance Enterprise

• Open the Savance Enterprise application. If it is already open, please Log Off and Log On again to load the new printer. The new printer should now be listed on the Printers tab in Administration.
• Now go to the Print Templates tab. Each print ticket available in the system is listed on the left. The Printer Mapping tab on the right lists all the printers available in the system. If there are any print templates that you would like the new printer to be available to, choose the print template on the left, then place a checkmark next to the printer on the right.

Printer Template Settings

Now you will need to temporary assign your check template to this new PDF printer.

• Go to Admin > Administrator > Print Templates.

• Select CheckSlip

• Under Document Types Select Check

  

• Next, under the Printer Mapping Tab select the PDF printer

  

• Now under the Document Types tab

• Select Check, under Document Types

• Editing the System Default > choose the PDF printer

  

Entering Checks

Now you are ready to start entering checks go to Accounting > Accounting Manager and select Write Checks.

• Next, select the correct Bank Account in which you’ve written the check from.

• Enter the Check Number

• Enter the date you wrote the check for

• In the ‘Pay to the Order of’: Select the Vendor.

• Verify the correct address appears below, if not correct.

• Enter any Memo information. NOTE: This field is not required.

  

• Once the Payee information is correct below you will choose:

• Method - Check

• Printer NOTE: For this exercise leave the default printer as PDFPrinter.

• Uncheck ‘Queue to Print’

• Warehouse - Pheonix

• Now you will add an expense account

  • To add an expense select

  • A drop-down to select an Expense Ledger Account will appear

  

  • Select ‘Previous System Unreconciled Checks’ as the Ledger Account

  • Enter the Amount

  • Enter a Description if necessary

• The Amount will auto-populate above in the check details

  

• Once completed select Save & Close you’ll receive a message:

  

• If you have multiple checks to enter, instead select Save & New and repeat the steps above.

Initial Balances

Once you’ve entered all your checks under this ledger account when it is time to initialize your balance, using the initial balance sheet, enter your starting numbers according to your legacy system.

When you get to the ‘Previous System Unreconciled Checks’ you will make sure that balance is $0. The reason behind this is because your itemized expenses are already recorded under the correct Ledger Accounts in your legacy system.

Task Completed

Once you’ve finished this exercise it is important to reconfigure your settings to properly work for GoLive. Follow the checklist below to ensure you’ve reset your settings.

_____ Disable ‘Previous System Unreconciled Checks’ within your Ledger.

_____ Within Admin > Adminstrator > Document Types, update the printer to your Check printer.

_____ Within Admin > Administrator > Print Templates, under the Printer Mapping, select your Check printer

_____ Within Admin > Adminstrator > Printers, delete the PDF printer.

_____ Within Admin > Administrator > Warehouses > Warehouse Settings, under ‘Queue to Send’ recheck the ‘Checks’ box. NOTE: If you have multiple Warehouses you will need to reset for all locations.

_____ Log off and log back into Savance Enterprise to ensure your new settings have been reconfigured.