Cheques & Banking
This chapter covers all payment, withdrawal, deposit, and bank reconciliation functions in Quasar.
Cheques (Payments)
Quasar uses the Cheque Master screen for all outbound payments — whether handwritten cheques, system-printed cheques, or electronic payments (credit card, debit, online). Three cheque types are available, each showing a different layout:
| Cheque Type | Purpose |
|---|---|
| Quick Cheque | A simple payment to any payee. Enter a name, address, amount, and allocate the expense to one or more GL accounts. Ideal for one-off payments such as rent, utilities, or petty cash replenishment. |
| Vendor Cheque | A payment against a vendor’s outstanding invoices. Quasar displays all unpaid vendor invoices with their due dates and discount dates, letting you select which invoices to pay and apply early-payment discounts. |
| Customer Cheque | A refund cheque to a customer, allocated against their outstanding credit memos (returns). Quasar validates the cheque does not exceed the customer’s credit balance. |
| Screen | Access | Purpose |
|---|---|---|
| Cheque Master | Cheques → Write Cheque | Create or edit cheques |
| Cheque List | Cheques → Cheque List | Browse and search cheques |
| Cheque Print | Cheques → Print Cheques | Batch-print system cheques |
Header Fields
| Field | Purpose |
|---|---|
| Cheque Type | Quick Cheque, Vendor Cheque, or Customer Cheque. Changing the type switches the lower panel. |
| Payment Method | Hand-written cheque (enter cheque number manually), System generated cheque (number assigned at print), or Credit/debit card or online (electronic payment). |
| Bank Account | The GL bank account to debit. Defaults from the Store Master’s Bank Account setting. |
| Discount Account | GL account for early-payment discounts (Vendor Cheque only). Defaults from the Store Master’s Vendor Terms Account. |
| Current Balance | Current balance of the selected bank account (read-only) |
| Ending Balance | Projected balance after this cheque posts (read-only) |
| Printed? | Status bar checkbox showing whether the cheque has been printed |
Vendor Cheque Details
When Vendor Cheque is selected, a vendor lookup and invoice grid appear:
| Column | Meaning |
|---|---|
| Due Date | Invoice due date |
| Invoice | Vendor invoice number |
| Total | Original invoice total |
| Disc Date | Last date for early-payment discount |
| Due | Remaining amount due |
| Payment | Amount to pay on this invoice (editable) |
| Discount | Discount taken (editable — validated: must fully pay the invoice to take a discount) |
| Pay? | Check to pay the full amount due |
Convenience buttons:
- Pay All — pay all outstanding invoices in full
- Pay Oldest — pay the oldest invoice first (useful for staying within budget)
- Clear Payments — reset all payment amounts to zero
- Invoice Info — view details of the selected invoice
An Overpay Amount field allows paying more than the sum of selected invoices, creating a credit on the vendor’s account.
Customer Cheque Details
When Customer Cheque is selected, a customer lookup appears with payee name/address and the customer’s outstanding return credits listed for allocation.
Quick Cheque Details
Quick Cheque shows a simple payee name and address with a GL account allocation grid (Account, Amount, Memo per line). Use the Get Name and Address from address book button to pull payee details from an existing customer or vendor record.
Recurring Cheques
Any cheque can be saved as a recurring transaction via File → Recurring. This creates a template that the system can automatically regenerate on a schedule (e.g., monthly rent payments).
Cheque Printing
Cheques created with the System generated cheque payment method are printed through the Cheque Print screen. The system assigns cheque numbers at print time. Previously printed cheques can be reprinted.
The Cheque List includes a Printed filter (All / Printed / Unprinted) to quickly find cheques that still need printing.
Customer Withdrawals
A Customer Withdrawal pays out a customer’s credit balance using one or more tenders (cash, cheque, etc.) directly from the back office. Unlike a Customer Cheque (which always debits a bank account), a withdrawal lets you pay with any tender type.
| Screen | Access | Purpose |
|---|---|---|
| Customer Withdraw | Cards → Customer Withdraw | Pay out a customer credit via tenders |
Withdraw Fields
| Field | Purpose |
|---|---|
| Customer | The customer receiving the payout |
| Balance | Customer’s current credit balance (read-only) |
| Amount | Withdrawal amount |
The Tenders tab lists the payment methods (Cash, Cheque, etc.) and amounts. The References tab allows allocating the withdrawal against specific customer return transactions.
Bank Deposits & Tender Adjustments
Bank Deposits and Tender Adjustments (manual corrections, over/short postings) are part of the daily closing workflow. They are covered in detail in Chapter 24 — Day-End.
Bank Reconciliation
The Account Reconcile screen matches your Quasar records against your bank statement. It shows all uncleared transactions for a bank account, organized into two tabs:
| Screen | Access | Purpose |
|---|---|---|
| Account Reconcile | Cheques → Reconcile | Reconcile a bank account against a statement |
| Reconcile List | Cheques → Reconcile List | Browse past reconciliations |
Reconciliation Fields
| Field | Purpose |
|---|---|
| Account | The bank GL account to reconcile |
| Statement Date | The date on the bank statement |
| Ending Date | Show transactions up to this date |
| Opening Balance | Sum of previously cleared transactions (read-only) |
| Statement Balance | Closing balance from the bank statement (enter this value) |
Reconciliation Tabs
- Deposits and Other Credits — shows all positive (credit) transactions not yet cleared
- Cheques and Payments — shows all negative (debit) transactions not yet cleared
Click on transactions to mark them as cleared (matching your bank statement). The bottom panel shows running totals:
| Total | Meaning |
|---|---|
| Items marked cleared | Count and total of cleared deposits and cleared cheques/payments |
| Statement Balance | The value you entered from the bank statement |
| Cleared Balance | Opening Balance + Cleared Deposits − Cleared Cheques |
| Difference | Statement Balance − Cleared Balance. When this reaches $0.00, the account is fully reconciled. |
Reconciliation Tools
- Refresh — reload transactions from the database
- Bank Charge — quickly create a General Journal entry for bank service charges or interest
- By Number — find and clear a transaction by its cheque number
- By Amount — find and clear a transaction by its dollar amount
When the Difference reaches zero, Quasar offers to mark the reconciliation as complete and optionally print a Reconciliation Report showing cleared, uncleared, and new transactions with running balances.
Cheque List Filters
The Cheque List provides several filters beyond the standard date and store filters:
| Filter | Options |
|---|---|
| Cheque Type | All Types, Quick Cheque, Vendor Cheque, Customer Cheque |
| Printed | All, Printed, Unprinted |
| Vendor | Filter by vendor |
| Customer | Filter by customer |
| Payee Search | Case-insensitive substring search on payee name |
Screens Summary
| Screen | Menu | Help |
|---|---|---|
| Cheque Master | Cheques → Write Cheque | Help |
| Cheque List | Cheques → Cheque List | Help |
| Cheque Print | Cheques → Print Cheques | Help |
| Customer Withdraw | Cards → Customer Withdraw | Help |
| Account Reconcile | Cheques → Reconcile | Help |
| Reconcile List | Cheques → Reconcile List | Help |
- Chapter 22 — Consignments
- Chapter 24 — Day-End (Tender Reconcile Wizard, shift reconciliation, and ringoff)