Use this area to issue a Trust Cheque from a Contract (Deposit) Ledger. Note: You may only issue a Trust Cheque against a Contract that has a deposit balance. Ensure the associated Contract has been entered into the system and that the Sales Deposit has been receipted.
 

1.       Click on the Accounts Menu/Function button

2.       Select the appropriate Trust Account from the Drop Down List.

3.       Select the Sales Deposit Payment option.

4.       The Payment Active Window will be displayed.

5.       Select the appropriate payee in the Pay Drop Down List.

6.       If the Paid To selected is Other, click on the Contact button to select the appropriate payee

from the Contact database.

7.       Enter the Date of the transaction using the Calendar drop down. Note: a future date or a date

prior to a closed bank reconciliation will not be allowed.

8.       The Cheque No will default to the next in the series (as per the Trust Account Settings, next

cheque no). Note: if entering hand written cheque details; ensure this number coincides with your cheque book, if not update the cheque number. Note: If the cheque no is changed the Trust Account Settings, Next Cheque No will be updated based on the number entered.

9.       Enter any Notes.

10.     In the Transaction Details area. Select the  icon in the Contract column.

11.     The Select Contract screen will be displayed. Locate the Contract using the various filter

options and click on the Find Now button. Once the Contract is displayed, left click on it to select it, and click on the OK button.

12.     The Contract Details will appear in the right hand side of the Payment Active Window, to view

the Contract details, click on the  icon.

13.     The Trust Balance Details area displays the Total Deposit Required which is carried across

from the Contracts > General page, the Opening and Closing Balances.

14.     Press the <Tab> key, in the Reason column; select the appropriate reason from the        

15.     Press the <Tab> key; enter the Amount of the cheque.

16.     Enter any Notes for this transaction, or if left blank this field will default to the same as the

Notes description above.

17.     If the Paid To selected is Our Company, click on Add transaction and follow from step 10 to

withdraw company payments from other contracts.

 

18.     Click on the Save and Close button. Alternatively click on the X at the top right hand corner of

the screen, a message will appear “Do you want to save changes” select Yes, No or Cancel accordingly. OR

19.     If using pre-printed cheques, click on the Save and Print button. The cheque report details will

be displayed on the screen, ensure you have inserted the pre-printed cheque (with the same cheque number) into your printer, then print as usual.

 

Note: When saving the cheque, if the system recognises that the cheque number has been used previously a warning will appear advising of this. The warning will display when the cheque was used, who the cheque was paid to and if the cheque has been cancelled. The user will have the options to continue (thereby saving the cheque entry with the duplicate number) or to cancel (thereby having the opportunity to change the cheque number before saving.)