The General Ledger (G/L) Check Disbursement feature in the FLEX system allows users to disburse checks from one or more general ledger accounts, operating independently of the main General Ledger. This functionality is primarily used for:

• Paying expenses.
• Remitting funds from payables.

Accessing G/L Check Disbursement

To access the G/L Check Disbursement module:

• Navigate to the Teller section within the FLEX Main Menu.
• Select G/L Check Disbursement.

Key Fields and Their Functions

The G/L Check Disbursement screen presents several fields for accurate check processing.

Header Information

• Pay To:
  • Purpose: Enter the payee’s information (name and address).
  • Example: CMC FLEX, 8520 SOUTH PARKWAY, SANDY, UT 84111.
• Bank Number:
  • Purpose: Select the relevant bank number if applicable.
  • Note: Leaving this field blank will offset the default “Cash in Bank” account as configured in the system.
• Effective Date:
  • Purpose: Specify the date for the check.
  • Default: Defaults to the current date.
  • Impact: Changes only affect the date written to the check register; it does not alter the date of the interface to the general ledger.
• Check Number:
  • Purpose: Assign a check number.
  • Continuous Checks: Leave blank if using continuous checks; the system will automatically assign the next sequential number.
  • Manual/Single Checks: Enter the check number from the pre-printed check.
• Check Amount:
  • Purpose: Displays the total amount of the check after all general ledger entries have been added. This field is automatically calculated.
• Cashier’s Check:
  • Purpose: Check this box if the check should be printed as a cashier’s check.
  • Applicability: Use only when applicable.

New G/L Entry Section

This section is used to specify the general ledger accounts and amounts for the disbursement.

• Account:
  • Purpose: Enter the general ledger account number to be offset.
  • Search Functionality: Click the ellipses (…) to search for an account number.
• Description:
  • Purpose: Provide a description for the entry.
  • Visibility: This description will appear in:
    • General ledger history.
    • General ledger transaction listing.
    • The check stub.
• Amount:
  • Purpose: Enter the amount that will offset to the associated general ledger account.
  • Credit Entries: For credit amounts, add a minus sign (-) in front of the dollar amount.
  • Example: For a $100 credit, enter -100.00.

Adding General Ledger Entries

1. After keying the Account, Description, and Amount, click the Add button.
2. The entry will be stored and displayed in the table below the entry fields.
3. Additional entries can be added as necessary by repeating the process.

Check Preview and Posting

• Print Preview:
  • Purpose: After all general ledger entries have been made, click Print Preview to view the check layout before printing.
• Print Check (Checkbox):
  • Purpose: Controls whether a physical check is printed.
  • Checked: A physical check will be printed.
  • Unchecked: Only the general ledger entry will be made without printing a physical check. This is used for posting without printing.
• Post:
  • Purpose: Finalizes the general ledger entry and/or prints the check.
  • Correction: To make corrections before posting, click the back arrow to return to the main screen. Otherwise, click Post to complete the transaction.

Example G/L Check Printing Screen

The G/L Check Printing screen (as shown in the provided image) displays the final check details, including:

• Payee information (e.g., FLEX TRAINING FOUCU, 6520 S SANDY PARKWAY, SANDY, UT 84070).
• Date (e.g., 2/2/2018).
• Amount in words (e.g., ONE DOLLARS AND ZERO CENTS) and numerical value (e.g., $1.00).
• Pay to the Order of (e.g., CMC FLEX, 8520 SOUTH PARKWAY, SANDY, UT 84111).
• Check routing and account numbers.

Note on Posting without Printing: To post a general ledger entry without printing a physical check, ensure the ‘Print Check’ box at the top of the G/L Check Printing screen is unchecked.