Manual Checks and Debit Transactions in On-site System

Manual Checks and Debit Transactions in On-site

Manual checks are essential for making payments to vendors or individuals outside the standard purchase order process. They bypass the payable module, providing flexibility for non-purchase order related products or services.
Debit transactions offer a similar functionality to manual checks, allowing payments without the need to print a physical check. This is particularly useful for electronic payments or immediate fund transfers.
The video tutorial was recorded in On-site 9.2; layouts and options may vary in older versions. Always refer to the specific version of On-site you are using to ensure accuracy.

Users should possess a basic understanding of the On-site system, including navigation and data entry.
Access to relevant bank accounts is necessary for both manual checks and debit transactions.
Ensure that the ability to use manual checks and debit transactions is enabled in the system settings.

To enable access rights:

Under the Accounting tab, go to Bank Accounts and enable the ability to use manual checks and debit cards.
Navigate to Utilities > Employee Section > View All Active > Select Employee > Access Tab > Accounting.
Make sure main menu access for Accounting and sub-menu access for Bank Accounts are turned on.
Enable the ability to use manual checks and debit cards for the specific bank account (e.g., Wells Fargo operating account).

Both transaction types are created from the Accounting section under the Banking tab. This ensures all financial transactions are centrally managed.

Choose either the Manual Check or Debit Transaction option based on the type of payment you intend to make.
Select the appropriate bank account from which the funds will be drawn.
Enter the transaction date accurately.
For checks, enter the check number. Ensure this number is unique and sequential.
Enter the Payee's name, either manually or by selecting from the list. The list typically pulls from your vendor database.
- Payee address will auto-populate for checks if the payee is in a vendors module, streamlining the entry process.
General Ledger Options:
- Use the default GL account if set up. This is useful for recurring transactions.
- Choose an account manually for more specific categorization. Consult with a CPA or accountant if unsure about the correct GL account to use.
- Multiple accounts can be used to split the transaction across different categories.
Optional Fields:
- Reference Number: Add a reference number for tracking purposes.
- PO (Purchase Order) number: Include a PO number if the payment is related to a purchase order.
- Memo Line: Enter a memo line for additional details or notes.

Navigate to Accounting tab and choose Manual Check option.
Select the appropriate bank account (e.g., Wells Fargo operating account).
Check Number:
- The check number auto-populates based on the last check written.
- To change, click the Change button and enter the correct number. Ensure you are using the correct check number to avoid errors.
Date:
- Verify the date is accurate to ensure proper financial tracking.
- Change the date by clicking the calendar dropdown.
Payee:
- Enter manually or select from the Pick button. Selecting from the Pick button ensures consistency and accuracy.
- If you click the pick button, the payee is entered and the payee address is auto populated from the vendor database.
Amount:
- Enter the amount of the check accurately.
Memo:
- Enter a memo (e.g., September Services) to provide context for the payment.
General Ledger Entries:
- Click the Default button to auto-populate GL entries based on vendor setup. This simplifies the process if the vendor is already set up with default GL accounts.
- If you don't have the vendor setup, you will have to manually choose the accounts. Consult your accounting team to ensure proper categorization.
- Debit amounts must equal the check amount or you will not be able to continue. This ensures the transaction is balanced.
- Split costs manually if needed to allocate the payment to multiple GL accounts.
Printing:
- Click the Print button to print the check to a local printer. Make sure your printer is properly configured.

Choose the Debit Transaction option.
Select the bank account.
Enter a reference number (optional). This helps in tracking the transaction.
Enter the date.
Payee:
- Enter the payee manually (e.g. Pizza Hut) if not in the system. If the payee is not in your vendor list, manual entry is required.
Amount:
- Enter the transaction amount (e.g., $75.23$ for a company luncheon).
PO Number:
- Enter a PO number if applicable.
Memo:
- Enter a memo (e.g., Company Luncheon) to provide context.
General Ledger Account:
- Click Default.
- Select the appropriate expense account (e.g., Employee Luncheon). Ensure this aligns with the nature of the transaction.
- Ensure the debit amount matches the transaction amount.
- Split costs if needed to allocate expenses to multiple accounts.
Printing:
- Print the transaction record for your records. Keeping a hard copy can be useful for audits.
- Print to a local printer or to a PDF printer.
Select Done.

Manual transactions can be edited or deleted if not part of a reconciliation and not in a locked or closed month. This provides flexibility for corrections.
Transactions in a locked or closed month cannot be deleted or voided because they are tied to general ledger entries. They must be reversed via a general journal entry. Consult your accounting team for this process.

To void a check:

For additional questions and support videos, visit shopworkshelp.com, accessible from within the On-site system.