| NESFA Treasury Procedures – Table of Contents | Last updated before 7/2005 |
When you write a check to pay a bill, make sure that you note the payee, date, amount and reason on the check stub. This will later be used to enter the check into Peachtree. Write the check number and date paid on the bill and file the bill in the quarterly bills file.
You should enter the checks into Peachtree at least once a month, and preferably twice a month. Go the the Peachtree menu "Task/Write Checks..." Go through the check stubs and enter the first unentered check into the dialog. Be sure to fill out Vendor ID, Check Number, $dollars, Memo, and Date. The vendor ID will pre-fill the Expense Account field in with a default. Make sure that it is correct for this check!
Mark the check stub in the checkbook as entered by writing an e in a circle on the stub.
When you have a check which must be recorded against more than one account, use the split feature. Press the Split button and fill in the Account No, Description and Amount for each piece of the check.
When a check is to be written for a onesie -- a vendor we don't expect to do business with again, (like a refund) -- use the vendor Dummy.
The only time you must use the two-step procedure of first entering the bill and then paying the bill is when a single check is buying something into inventory (e.g., paying for a shipment of Advent books). In this case, you use the "Tasks/Purchases/Receive Inventory..." item to record money owed Advent for n copies of Advent books, and then post and immediately use the "Tasks/Payments..." dialog to record payment of that bill.