Tips & Troubleshooting

Spend Money tips

Changing the default chequing account

If you want to change the account that you use to pay bills and employees or receive payments, go to the Setup menu and choose Linked Accounts, then select the appropriate linked account group:

■	Sales Accounts

■	Purchases Accounts

■	Payroll Accounts

The […] Linked Accounts window appears. Change the chequing account and click OK.

Warning message: use another window for a payment

This message is to remind you that Spend Money transactions are for entering transactions that do not relate to vendor purchases. Generally, Spend Money transactions are for recording other expenses, such as bank fees, or one-off payments such as a contest prize. You need to use the Pay Bills window to make payments to vendors.

For more information, see Spending money.

Paying a person (or business) without a card

You are not required to select a card for all your transactions. For example, you may make a one-time purchase from a vendor for whom you don’t want to create a card. To record this kind of purchase, you can create a special vendor card—you could call it ‘one-time purchase’ or ‘single purchase’—and use it when you enter this kind of transaction.

Note that if you are printing a cheque for the purchase, you will need to enter payee details.

The payee’s address is wrong

When you select a card to use in a transaction, the primary address entered for the card appears by default. To select a different address from the card information, click the down arrow next to the Payee field and select the address you want to use. If the address you want has not been entered for the card, you can type the address in the Payee field for the current transaction, then add the address to the card later.

The cheque number displayed is incorrect

If you want to use a different cheque number for a Spend Money transaction, enter the correct number in the Cheque No. field. The next transaction you enter in this window will be assigned the next available check number.

Two payments have been assigned the same cheque number

You can assign the same cheque number to multiple Spend Money transactions in your software.

If you want to be warned before duplicate cheque numbers are recorded, select the Warn for Duplicate Cheque Numbers [System-wide] option in the Banking tab of the Preferences window.

If you want to delete a duplicated cheque number, open the transaction with the duplicated cheque number in the original transaction window. You can edit the cheque number or reverse the transaction as your system allows. For more information, see Changing or deleting a transaction.

The chequing account balance didn’t change after recording the chequing

The cheque account balance may not change if you have selected the wrong account, or if the account you selected is the wrong account type.

In the Bank Register window, locate and open the original transaction, then make sure that you selected the correct chequing or credit card account in the Pay from Account field.

In the transaction window, click the zoom arrow next to the Pay from Account field to open the Account Details window. Check that the correct account type is assigned to the account. For example, it may not be a bank account type.

Change, reverse or delete the transaction as you normally would. For more information, see Changing or deleting a transaction.

A cheque won’t print because the transaction is unbalanced

Before you can record and print a cheque, the payment amount must be fully allocated, with no out of balance amounts showing. Cheque each transaction line in the window to make sure the allocated amounts (in the Amount column) equal the amount you entered in the Amount field at the top of the window.

Once the Out of Balance amount shows 0.00, you can record the transaction.

The cheque has already been printed

If you’ve already written or printed a cheque, enter the transaction as you normally would, type the cheque number you used in the Cheque # field, then select the Already Printed option and click Record. This will ensure that you don’t print a duplicate cheque later on.

Assigning a payment to more than one job

If you’re paying for expenses that affect more than one job, enter separate line items to allocate the amount that belongs to each job. For example, assume you’ve bought $100 worth of supplies for Job1 and Job2. You could enter a line item for Supplies expense for $60 and indicate that it is for Job1. In a second line item, you could allocate the remaining $40 to Supplies expense and indicate that it is for Job2. Payments can be split among any number of jobs.

To change the main bank account

If you add a new chequing account to your accounts list and you want to use it as your primary account for writing cheques and receiving deposits, you need to update your linked accounts for Customer Receipts and Paying Bills and change them to the new account.