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Make cheque payments

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You can issue electronic and manual cheques in Business Central. Both methods use the payment journal to issue cheques to vendors. You can also void cheques and view cheque ledger entries.

The following procedure shows how to pay a vendor with a computer cheques by:

  • Applying the payment to the relevant vendor invoice.
  • Printing the cheque.
  • Posting the payment as paid.

These steps result in positive vendor ledger entries that are applied to negative bank ledger entries, and physical cheques for processing in the bank.

You can pay with two types of cheque. For both types, the Bal. Account Type or the Account Type field must contain Bank Account.

  • Computer Cheque: Select this option if you want to print a cheque for the amount on the payment journal line. You must print the cheques before you can post the journal lines.
  • Manual Cheque: Select this option if you have created a cheque manually and want to create a corresponding cheque ledger entry for this amount. By using this option, you can't print the cheque.

Note

To make sure that your bank only clears validated cheques and amounts, you can send them a file that contains vendor, cheque, and payment information. To learn more, go to Export a Positive Pay file.

Important

Your printer must be correctly set up with the cheque forms, and you must define which cheque layout to use. To learn more, go to Select a Cheque Layout. Alternatively, you can send the cheque as a PDF file, for example.

You can print up to 10 invoices on a page for a cheque stub. If a cheque applies to more than 10 invoices, when you print the stub we void the cheque on the first page and print the word VOID on the cheque. We then print the remainder of the invoices and the total cheque amount on the second page.

To pay a vendor invoice with a cheque

The following describes how to pay a vendor by cheque. The steps are similar to refund a customer by cheque.

  1. Choose the Lightbulb that opens the Tell Me feature. icon, enter Payment Journals, and then choose the related link.

  2. Fill in the payment journal lines. To learn more, go to Record Payments and Refunds.

  3. In the Payment Method Code field, select Cheque.

  4. Choose the Print Cheque action.

  5. On the Cheque page, fill in the fields as necessary. Hover over a field to read a short description.

  6. If your printer is set up to print cheques, choose the Print button. Otherwise, choose the Send to button, select the PDF Document option, choose the OK button, and then print the PDF document.

    You can now send the physical cheques to the vendors.

  7. Choose the Post action.

    The payment is applied to the vendor and paid. Fully applied vendor ledger entries and bank ledger entries are created.

Note

If you want to print and pay cheques in more than one currency from different bank accounts, you must run the Print Cheque batch job separately for each currency and specify the appropriate bank account.

To cancel printed cheques that haven't been posted

You can cancel non-posted cheques after they have been printed by using the Void Cheque action on the Payment Journal page.

  1. On the Payment Journal page, choose the Void Cheque, and then choose which cheques to cancel.

To void cheques

After you post a cheque payment, you can only cancel (void) a cheque from the resulting bank ledger entries.

Important

If the cheque is applied to an invoice, unapply the payment first so that the invoice can be repaid. To learn more, go to To unapply an application of vendor entries. The steps are the same for customers. After you unapply the payment, void the cheque. If the cheque was printed but didn't pay an invoice, then choose Void Cheque Only as described in this section.

  1. Choose the Lightbulb that opens the Tell Me feature. icon, enter Bank Accounts, and then choose the related link.
  2. Select the relevant bank account, and then choose the Cheque Ledger Entries action.
  3. On the Cheque Ledger Entries page, choose the Void Cheque action.
  4. Select the Void Cheque Only tick box.
  5. Choose the OK button.

To view a summary of posted cheques

If you want to review posted cheques, for example to verify multiple cheques paid to one vendor, you can use the Bank Account - Cheque Details report.

  1. Choose the Lightbulb that opens the Tell Me feature. icon, enter Bank Account – Check Details, and then choose the related link.
  2. Set filters as relevant, and then choose the Preview button.

See also

Making Payments
Managing Payables
Setting Up Banking
Export a Positive Pay file
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