After the Fact Check Entry Process
Written by Brandy Burch
Updated at March 20th, 2025
Table of Contents
After the Fact Check Entry
After the fact, checks can be used to record Vendor checks, drafts, deposits & Payroll Employee checks
Vendor Checks/Electronic Drafts:
Check Entry
The Vendor check and Electronic Draft types are for entering after-the-fact payments to vendors. These payments will NOT be recorded in the Accounts Payable module.
Select the bank code to record the cash side of the entry.
Once the General Ledger After the Fact Check Entry Form opens, you will see the G/L Balance of the cash account at the top of the screen. As each transaction is entered, a running total will show in the Balance column on the right side of the screen.
Enter the following information
| Date of transaction | Enter the date of the transaction. Each subsequent date will be prefilled with the previously entered date (can override). |
|---|---|
| Type | Vendor Check or Electronic Draft |
| Number |
Enter the check number for vendor checks. A draft will automatically default to an E record. NOTE: The check number will automatically fill in the next check number from the check history (it can be overridden). |
| Payee Code (i.e. Sub-Account) | Enter the Sub-Account (not required). To skip Sub-Account, Enter past the field and type a description in the name field. NOTE: A sub-account is required to print on 1099s. |
| Comments | Enter any comments or descriptions necessary. This will print in the description field in View Trend [F4] after the Payee Name. |
| Account | Enter the account number to record the transaction. If a default expense account is set up for a vendor, it will automatically prefill. |
| Sub Acct | Enter if the account entered in the previous step requires a Sub-Account. |
| Total Amount | Enter the total dollar amount of the check. NOTE: When using the calculator function in the Amount field on Payroll Checks, pressing [F10] will cause the calculated amount to populate the field. |
| Account Grid | The entry can be recorded to one or multiple accounts/sub-accounts. If the amount is to be spread over multiple accounts, enter the multiple accounts and then save. If only one account is entered, select [F10] to close the grid. |
Post Checks
Use menu item #31 to post the checks. The post process will create and post the entries in General Ledger and in Bank Reconciliation> Check History.
The system will not allow you to post entries with errors (e.g., invalid account/sub-account, split accounts that do not balance, etc.). Errors are documented on the entry screen in red, and detailed information about the error is given in the Error Code Information field. The Show Errors Only option will show transactions that have errors that prevent them from posting.
Once updated, you can complete bank reconciliations and process year-end 1099s (if applicable).
NOTES:
- You cannot void a vendor entry after it is updated through the checkbook system. You must manually void the entry through the General Ledger and mark the check as Void in the Check history.
- Entries are recorded in the A/P Hand Checks Journal set up in Bank Account Master. (i.e. journal #71)
- Vendor checks are recorded in Bank Reconciliation > Check history as created by the Checkbook subsystem, and payroll checks are recorded as created by the Payroll subsystem.
Entering Voided checks
If a check amount is entered as zero, it is assumed to be voided. When the check is posted, it will go to Check History as a voided check. The entry will not be posted to the General Ledger.
Deposits
Check Entry
The deposit type is used to record after-the-fact deposits to cash. The system automatically knows that a deposit is an increase to cash. You do NOT need to enter the amount as a Credit (i.e., with a minus sign).
Enter the following information:
| Date of transaction | Enter the date of the transaction. Each subsequent date will prefill with the previous entered date (can override). |
|---|---|
| Type | Deposit |
| Number | The number field is automatically grayed out |
| Payee Code | The Payee code is automatically grayed out. The system currently does not support open item deposit entry through checkbook entry. |
| Comments | Enter any comments or description necessary.This will print in the description field in View Trend (F4) after the Payee Name. |
| Account | Enter the account number to record the transaction. The entry can be recorded to one or multiple accounts/Sub-Accounts. If the amount is to be spread over multiple accounts, use the + button to expand the grid. |
| Sub Acct | Enter if the account entered in previous step requires a Sub-Account. |
| Total Amount | Enter the total dollar amount of the deposit. |
| Account Grid | The entry can be recorded to one or multiple Accounts/Sub-Accounts. If the amount is to be spread over multiple accounts, enter the multiple Accounts, then save. If only one account is entered, select [F10] to close the grid. |
Post Checks
Use menu item #31 to post the payments. The system will not allow you to post entries with errors (e.g., invalid account/sub-account, split accounts that do not balance, etc.).
Entries are recorded in the Deposit Journal setup in Bank Account Master. (i.e. journal #10)
Payroll Check
Check Entry
The Payroll check type is for entering after-the-fact payroll. The transactions will be updated to the general ledger and check history and flow into the payroll system for quarterly and annual payroll reporting needs.
NOTE: Payroll > Master File Maintenance > Basic options > G/L Tab option for Create G/L Entries MUST be set to YES for the ATF Payroll entries to post to the G/L.
Enter the following information:
| Date of transaction | Enter the date of the transaction. Each subsequent date will be prefilled with the previously entered date (can override). |
|---|---|
| Type | Payroll Check |
| Number | Enter the check number for employee checks. Note: the check number will automatically fill in the next check number from check history (can be overridden). |
| Payee Code (i.e. employee Sub-Account) | Enter the employee number to record the entry. The employee must be setup in Employee master before beginning. |
| Comments | Enter any comments or descriptions necessary. This will print in the description field in View Trend [F4] after the Payee Name. |
| Account | Enter the account number to record the transaction. The entry can be recorded to one or multiple accounts/sub-accounts. If the amount is to be spread over multiple accounts, use the + button to expand the grid. |
| Sub Acct | Enter if the account entered in the previous step requires a sub-account. |
| Total Amount | Enter the total dollar amount of the check. |
| Account Grid | The account field will expand for you to enter the payroll information. Enter the amount for each payroll detail code for the check. NOTE: the Soc Sec and Medicare will automatically be calculated based on the gross salary (unless manual override is active). After everything is entered, the Fed W/H will be calculated based on the difference to equal the total check. Note: Earning codes expense coding option must be set to E, D, or F, the A or L options are not supported with ATF Payroll. |
Post Checks
Use menu item # 31 Post Checks. The system will not allow you to post entries with errors (e.g., invalid account/sub, split accounts that do not balance, etc.). Errors are documented on the entry screen in red, and detailed information about the error is given in the Error Code Information field.
The Post process creates and posts the entries in the General Ledger, Bank Reconciliation > Check History, and Payroll > Check History. A separate cycle is created for each date of checkbook entries. For example, if you post payroll checks for 2 sets of dates, 2 cycles will be created in payroll.
Once updated, you can complete bank reconciliations and process quarterly and annual payroll reporting (e.g., 941s, W-2s, etc.).
NOTES:
- After the fact payroll will not post if a payroll cycle is currently in progress. You must clear or post the current cycle.
- Payroll checks are voided through the payroll system in Check History. Additionally, tax amounts are not allowed to be manipulated by more than ten cents.
- When running a payroll cycle through the Payroll module, in relation to the TWC report (Payroll module > #45-State Unemployment), the Start/Stop dates of the cycle have to include the 12th of the month for the number of employees to be pulled into the TWC report. When the payroll is run "After the Fact," the check dates are used as the start/stop dates. Unless everyone were to be paid on the 12th of the month, they would not show up when running the TWC Report.