You can use the “Print CU Checks” feature to cut a check to any vendor, including vendors that have been configured in your CU*BASE Vendor database, without creating an invoice record, if you wish.  If you want that item to show up in the vendor's history (and update their YTD amount paid for the current year only), you will need to perform a separate step to add the record manually.  Here are the steps:

 

Step 1: Printing a Quick A/P Check

In a nutshell, you will be using Tool # 369 "Print CU Checks", just as you would to print checks to pay invoices you’ve created, but instead of selecting an invoice/voucher, you’ll simply select a vendor # and use Enter to proceed to the check printing screen and create the check manually.  Step-by-step instructions to do this are shown in CU*BASE GOLD online help - use the "Help for Printing CU Checks" link provided below (look for the section entitled, “Creating a New Check”).

  • NOTE: We are planning future enhancements to this feature that will make it possible to issue the check this way and also have the system write out a record to that vendor’s history.  But in the meantime, you will need to complete the next step in order to have the payment recorded in the A/P vendor’s transaction history.

Step 2: Adding a Record to A/P History

Use these steps to manually create a transaction record in a vendor’s Accounts Payable transaction history.  This will update the vendor’s total paid year-to-date.  

  • WARNING:  Adding a record manually will affect this vendor’s history record ONLY, and will not tie out to any other system, including your check register.  This means that you must be very careful to enter the correct check number when creating the record, as it cannot be changed later.  Also, if you enter a “fake” check number (such as to record a payment made via petty cash or some other method), you must be absolutely certain that that check number will never actually be used in the future for a check to this vendor, as that will cause duplicate record errors.   
  1. Launch Tool # 990 "Work With AP Vendors" 
  2. Select a vendor from the list to proceed to the A/P Vendor Maintenance screen
  3. Use F5-A/P Hist Maint
  4. Enter a Corporate ID (usually 01) and press Enter to proceed to the A/P History Maintenance screen (be patient; it can take a few seconds for the history records to display)
  5. Type the check number you printed (described in the "Step 1" section above) into the Maintain voucher/check# field at the top of the screen (be sure to read the WARNING above!)
  6. Type 1 (or 00001) into the Sequence # field at the top of the screen
  7. Press Enter to proceed to the detail screen
  8. Enter all available details about the check - be sure to complete at least the following fields:  Voucher code ("Check (Paid)"), Status (A=Active), Debit amount (the check amount), and Check/voucher date
  9. Press Enter to save the changes and return to the previous screen
  10. Use F7-Cancel to return to the menu

IMPORTANT: You will not see your new item in the history list immediately. It is easiest just to return all the way back to the menu, then repeat the steps above to access F5-A/P Hist Maint again if you wish to see the new record or make any corrections to it.  That will also cause the YTD total paid to be refreshed on the main vendor maintenance screen, but only for items dated in the current year.