Support for multipart laser checks? (any kludge?)


M

Manton Alanzo

We use job costing to recognize each construction project as its own
profit/loss center. With our present accounting software we print
three or more laser check copies for each disbursement since the check
to a given vendor often pays several invoices for multiple projects.
The original check page goes to the vendor, the second copy (with
"CHECK REGISTER printed in lieu of a signature line) goes to the check
register, and then one or more copies are printed with XXXXX PROJECT
COPY in lieu of the signature line (where XXXX was replaced with the
Job number and description).

As far as I can tell SBA 2006 doesn't allow us to print but one copy
of a given check. Am I missing something? I was hoping SBA would at
least accomodate two or three page laser checks, the original, a check
register second page and a job cost page. Geez.

Having Job cost in SBA is desirable but without a paper trail to put
payments in the job cost file the auditors and project managers will
get ticked. We can copy the checks before mailing them but that is
such a waste of labor when a modest programming change allowing for
the option of multiple laser page printing would save so much hassle.
 
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N

N Owen

What's wrong with a copy machine? Seems to me that it would be much quicker
& effecient if you ABSOLUTELY need copies of checks.
 
K

kfrost

Hello Manton,

As I emailed you, what about creating the check, memorizing it and
regenerating it as many times as you need it. Each time changing the Pay To
field or whatever you need to change. Then go into the print check option
and select the ones you need to print?
 
A

Allan Martin

N Owen said:
What's wrong with a copy machine? Seems to me that it would be much
quicker
& effecient if you ABSOLUTELY need copies of checks.
While we are at it what's wrong with a simple stamp that says "PAID"? A
copy of a check means very little from an audit point of view. This sounds
like a case of we have always done it that way in the past, so I guess it
must be right.

Also, why not save a tree's life?
 
M

Manton Alanzo

Hello Manton,

As I emailed you, what about creating the check, memorizing it and
regenerating it as many times as you need it. Each time changing the Pay To
field or whatever you need to change. Then go into the print check option
and select the ones you need to print?
Ah, sounds like the direction to head. We already have Macro Express
loaded. We could write a script for a keyboard combination that makes
the field changes.

Thank you!
 
M

Manton Alanzo

While we are at it what's wrong with a simple stamp that says "PAID"? A
copy of a check means very little from an audit point of view. This sounds
like a case of we have always done it that way in the past, so I guess it
must be right.
PAID doesn't give a clue what check paid what invoice. When a given
check might pay a several invoices and each vendor invoice might bill
line items on multiple construction projects ... the "audit trail" can
get to be a challenge. The check copy with all the gory details can
save upwards of an hour in labor cost for each vendor inquiry about
whether we've paid such and such an invoice line item. Too, the
project manager can answer in seconds without payables or treasury
ever getting involved.
 
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K

kfrost

Hello Manton,

I understand your need. Do you think the recommendation I made with the
memorize functionality might work here? If not, check your emails and give
me a call. I may be able to come up with something to help you out if that
doesn't work.

Thanks.
 
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A

Allan Martin

Manton Alanzo said:
PAID doesn't give a clue what check paid what invoice.
How about a stamp that says PAID by check # _______________ any the number
gets penciled in.


When a given
check might pay a several invoices and each vendor invoice might bill
line items on multiple construction projects ... the "audit trail" can
get to be a challenge. The check copy with all the gory details can
save upwards of an hour in labor cost for each vendor inquiry about
whether we've paid such and such an invoice line item. Too, the
project manager can answer in seconds without payables or treasury
ever getting involved.
The project manager can also look up the same information up in SBA in
seconds. Isn't this one of the major reasons for using accounting software
in the first place? Didn't Bill coin it as "Information at your finger
tips"?

In any event won't someone will still need to access SBA to look up the same
information and ascertain if the check ever cleared?

Just because you have a copy of a check attached to the original invoice, it
does not mean the vendor ever received it.
 

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