Choose Deposit/Check Stub under the Input Cycle Menu to enter checks.

Deposit Screen

The first screen summarizes the deposit, and the total amount is entered. This information is recorded in the General Ledger with the journal, reference number, and description as of the effective date entered.

1. Click the Add button or A on the keyboard to enter the deposit.
2. The Journal Number will default from Company Maintenance.
3. Enter the Effective Date. This is typically the check date.
4. Enter a Reference. The reference number must be unique. Pak Accounting recommends using the check number.
5. The Account Number will default from Company Maintenance. Pak Accounting recommends using a Purchaser Clearing Account.
6. Description is a free-form field. This is recorded in the General Ledger entry (a good place to enter the name of the purchaser)
7. Enter the total amount of the deposit.
8. The Document button allows you to scan the associated check stub. This is used with the scanning feature.
9. The List button allows you to run a Detailed Edit Listing of what has been entered.

NOTE: The system will allow a zero entry to be created and posted to capture a zero check and the associated document.

One Summary Screen per deposit (check or stub) will be needed. Use the Navigational buttons at the bottom to view other entries. These include Add, Change, Find, 1st, Prior, Next, and End. The Delete button will allow a Deposit and all the attached Stub entries to be deleted.

Once all of the Deposit information has been entered, it’s time to enter each line from the Stub. Click Stub at the bottom of the screen.

Stub Screen

This screen is for detailed entry of each property on the check stub. This information creates 100% entries when sending to Revenue on the Division Order. It creates the Income and Expense account entries if G/L is used on the Division Order setup. The highlighted fields are the check stub amounts to be entered. See the example below.

NOTE: This is the only screen in the system that won’t allow you to click directly into a field to start a change function. Pressing C for Change or clicking Chg at the bottom will start a change operation.

1. Click Add.
2. Enter the Purchaser, then the Property. The Property code will be the code listing on the Stub, not what you have created in the system. Also, only properties attached to this Purchaser through the Division Order will be available in the Lookup field.
3. If there is only one, the Interest Code and Product should automatically prefill from the information set up on the Division Order.
   • If multiple Division Orders are set up for this Purchaser and Property due to different Interest Codes, you must select the Interest Code.
   • If more than one Product Code is defined on the Purchaser > Products Tab, you must select the Product. This is why setting up the products received for each Purchaser is essential.
4. Enter the Run Date from the check stub (*Required). The Run Date is also known as the Production Date. It is typically one or two months behind. The system will not allow the Run Date and the Effective Date to be in the same month since you would not normally get paid in the same month the product was produced. This allows you to easily track the difference between when the product was produced and when you got paid (Effective Date).
5. Optional Comments will be printed on revenue check stubs.
   • If the destination is Revenue, it will appear on the owner's gross entry, which will appear on the RB settlement statement or Revenue Check Stub.
   • If the destination is G/L, it will appear on the owner's gross entry.
   • NOTE: Does not affect Added Cost Entries.
     As soon as the top part of the screen is filled out, more fields become visible. First, there will be a section for the Percentages from the Division Order. This way, you can verify at a glance that these are the identical amounts on your Stub. Also, under the Revenue tab, you will notice white fields. These are the Ent (enter) fields set up in Purchaser Maintenance. Notice that one side (column) will be entered, and the other side (column) will be calculated.
6. Enter the check stub details for the amount received. Which fields are entry fields depends on the setup in Purchaser Maintenance. You can define what amounts to enter; in the example above, you will enter the 100% totals from the stub. The Owner percentages will be calculated automatically using the percent set up on the Division Order.
   • The Owner %—NET REV field should ALWAYS be an enter field since it will be tied to your check.
   • If there is an “out of whack” field, check your setup; this may be your Calculate field. This would show in the Difference column. Remember, any rounding or calculation issues will go into this field. This is a good indication that something may have either been miskeyed or the percentage on the stub differs from what is on the Division Order.
   • The Difference column will allow up to a $1.00 difference. This is because sometimes there are rounding differences, and nothing can be done about them.
7. When finished with a stub line, click Save and Add to add the following line. Keep going until all the stub lines have been entered. The For Purchaser and Deposits Totals in the top right-hand corner of the screen will keep track of the number of stubs entered and the total amount.
8. Once all stubs are entered, the difference in the Deposit Totals should be zero. This means that the total from the Summary screen matches the total check stubs entered.
   Hint: If you make multiple changes, you may need to click on Refresh at the bottom of the screen to refresh the stub detail. This may bring your deposit back into balance if it was showing out of balance.
9. If you have another check to enter from the main Enter-Deposit/Stub screen, click Add and enter your next purchaser check information. Then, enter the stub line items. Repeat until all of your checks are entered.

NOTE: The Optional Comment will appear on the Revenue Billing Settlement Statement.

You can change the Sequence numbers if needed. This could be used if you enter a large deposit and miss one in the middle. You can enter the stub and change the sequence number to the proper one. All items after that will be moved back one number to make room for the stub left out. This will keep the Check Stub Edit Listing in the same sequence as your check stub.

If you have to delete one stub and re-add it (for example, the division order was set up incorrectly), you can delete it and immediately re-add it, and it will keep the same sequence number. This will prevent you from having to change the sequence number manually.

The Rev/Bill costs tab will appear on the stub if you are using the Added Company Cost feature.

Import

NOTE: We recommend using the Import Menu > #35 General Import instead of the import on the Enter-Deposit/Stub screen.

To use the Check Stub Importer through the Enter-Deposit/Stub screen, enter the summary information, then click the Import button at the bottom of the screen. The system will recognize alphanumeric codes for the product being imported.

A box opens that requests you enter the file name of a saved spreadsheet, or you can use the Browse button to search for the file. The file type must be XLS/XLSX/CSV. To successfully import the data, the spreadsheet must contain information arranged in a specific format. The number of lines you may import is not limited as long as the lines are defined in the Purchaser Maintenance setup.

The Check Stub Importer file layout is as follows.

Column #

A(1) Purchaser Code
B(2) Division Order Property # Part 1

C(3) Division Order Property # Part 2 (Normally left blank)

D(4) Division Order Property # Part 3 (Normally left blank) *

E(5) Interest Code as specified on Division Order

F(6) Pak Accounting's Product Code (Must have a Purchaser Code associated with it on the Purchaser Maintenance > Products Tab)

G(7) Run Date in MM/YYYY or MM/DD/YYYY format (Day is ignored)

H(8) Comment (Normally left blank; it will appear on the owner's copy of the Settlement Statement)

I(9)... The remainder of the columns will be processed in the order of entry as set up in Purchaser Maintenance.

* If Division Order property numbers Part & Part 3 are blank, the Importer will only use Part 1 as the Property Number. Otherwise, it will construct the Property # as Part 1, then a hyphen [-], then Part 2, then Part 3.

NOTE: Do not use column headers in the import file. Additionally, this import can import multiple purchasers in a single file.

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