Cheque Master

Cheque Type

Selects the payment mode. This changes the entire lower portion of the screen — the payee area, allocation table, action buttons, and totals all switch to match the selected type:
• Quick Cheque — Pay any payee with direct GL account allocation. No vendor/customer required.
• Vendor Cheque — Pay a vendor against their open invoices with discount tracking.
• Customer Cheque — Refund a customer against their open return credits.

Payment Method

How the payment is issued. This controls the cheque number behaviour and print options:
• Hand-written cheque — You enter the cheque number manually in the Reference field. The next number auto-increments per bank account.
• System generated cheque — Cheque number is auto-assigned at print time. The "Printed?" checkbox appears in the status bar, and the Print button becomes active.
• Credit/debit card or online — No cheque number. Enter an external reference/transaction number instead.

Bank Account

The bank GL account the payment is drawn from. Changing this updates the Current Balance and auto-assigns the next cheque number (for hand-written cheques). Defaults to the store's configured bank account.

Discount Account

GL account for posting early-payment discounts. Only visible in Vendor Cheque mode. Auto-populated from the store's vendor terms account. If the store has no default set, the value you enter here becomes the store default when saved.

Current Balance

Read-only. Current balance of the selected bank account (before this cheque).

Ending Balance

Read-only. Projected balance after posting (Current Balance minus cheque amount). Updates live as you change amounts.

Transaction No.

Unique identifier. Enter # to auto-generate the next available number. Sequence numbering is by store.

Date

Cheque posting date. Defaults to today.

Time

Transaction time.

Store

Store posting the cheque. Determines the default bank account and discount account.

Memo

Memo line. Printed on the cheque stub.

Reference

Cheque number (hand-written) or external reference number (card/online). For system-generated cheques, this is left blank until printing.

Status

Transaction status: Posted, Suspended, or Voided.

Work Date

Store work date corresponding to the transaction date/time.

Shift

Shift assignment for this transaction.

Station

Workstation where the transaction was entered.

Employee

Employee who entered or is responsible for the transaction.

For ad-hoc payments to any payee — rent, utilities, one-time payments, or any cheque not tied to a vendor or customer account. No vendor/customer lookup is shown.

Fields

Amount

Total cheque amount.

Name

Payee name printed on the cheque. Required.

Address

Payee mailing address (multi-line). Used when printing cheques with an address window.

Buttons

Get Name and Address from address book — Opens a selection dialog to pick a payee from the address book (customers, vendors, and other contacts). Auto-fills the Name and Address fields.

Account Allocation Table

Distribute the cheque amount across one or more GL expense accounts. Each row is a debit entry:

Add rows by entering a new account on the blank last row. Delete rows with the Delete key. The total of all account lines must equal the Amount field.

For paying vendor invoices. Selecting a vendor loads all their unpaid invoices. Early-payment discounts are automatically calculated based on invoice terms. The cheque is posted against the vendor's AP account.

Fields

Vendor

The vendor being paid (lookup). Selecting a vendor auto-fills the payee name and address and loads all open invoices into the table below.

Show Store

Optional filter. When set, only invoices from this specific store are shown. Leave blank to show invoices from all stores.

Balance

Read-only. Total outstanding balance for the selected vendor.

Invoice Allocation Table

Shows all open (unpaid) invoices for the selected vendor. Check individual invoices to pay or use the action buttons.

Action Buttons

Pay All — Checks every invoice and applies maximum early-payment discounts where eligible.
Pay Oldest — Allocates payment starting from the oldest invoice first, working forward until the amount is exhausted.
Clear Payments — Clears all Payment and Discount amounts back to zero.
Invoice Info — Opens the Invoice Info dialog for the currently selected row. Shows detailed terms, discount calculations, and allows adjusting the discount amount.

The Invoice Info dialog shows terms and discount details for the selected invoice.

Totals

Payment Total

Read-only. Sum of all Payment column amounts.

Overpay Amount

Editable. Additional amount beyond the allocated invoices. Creates a credit on the vendor's account.

Discount Amt

Read-only. Sum of all Discount column amounts.

Total Amount

Read-only. Grand total debited from the bank account (Payment Total + Overpay Amount).

For issuing refund cheques to customers. The customer's open return credits are loaded for allocation. If the customer has "Check Withdraw Balance" enabled, the system validates that the cheque amount does not exceed their credit balance.

Fields

Customer

The customer receiving the refund (lookup). Selecting a customer auto-fills the payee name and address and loads open return credits.

Balance

Read-only. Customer's current credit balance.

Payee

Multi-line payee name and address. Auto-filled from the customer's address record. Editable.

Amount

Total refund cheque amount.

Return Allocation Table

Shows all open (unallocated) return credits for the selected customer.

Action Buttons

Select All — Checks all open return credits and allocates them in full.
Clear All — Clears all allocation amounts back to zero.

Totals

Allocated

Read-only. Total amount allocated from return credits.

Cheque printing behaviour depends on the Payment Method selected in the header:

Printed? (status bar)

Checkbox in the status bar. Only visible for system-generated cheques. Indicates whether the physical cheque has been printed. Toggling this on/off controls whether the cheque number is assigned.

Print button

Opens the Cheque Print screen to print the physical cheque. Only active for system-generated cheques — hidden for hand-written and card/online methods.

Save

Saves and posts the cheque. Validates:
• A payee name is required (all modes).
• Cheque amount must be non-zero.
• Cheque numbers must be unique per bank account. Warns on duplicates but allows override.
• Discount only on fully paid lines (Vendor mode).
• Customer refund cannot exceed credit balance (Customer mode, when enforced).
• Payment allocations cannot exceed cheque amount.

Delete

Voids the cheque. Reverses all GL postings and payment allocations.

Copy

Duplicates the cheque with a new number and today's date. Retains the same type, method, vendor/customer, and account allocations.

File › Recurring

Creates a Recurring transaction from this cheque for automatic re-posting on a schedule (e.g. monthly rent, regular vendor payments).