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