Check Invoices > Payments in ST for any checks marked as paid through COD. Confirm amounts match and set aside COD checks for deposit.
2
For checks that will pay multiple invoices, use Invoice > Apply Payment to search for customer name or one of invoice numbers, click the blue Pay Multiple button, and then select applicable invoices. Confirm the total amount matches, select Check as payment type, type in check number as Memo, and Save. Note that some customers have multiple customer records and may not display all invoices here. Those invoices can be marked separately.
3
For checks that will pay a single invoice, use either Invoice > Apply Payment or the Search tab to search for customer name or the invoice number. Click the invoice number > Add a payment. Confirm the total amount matches, select Check as payment type, type in check number as Memo, and Save.
4
For any checks that are already marked as paid, contact the internal manager or the customer to ask how the payment should be applied.
5
For any checks that have a discrepancy in the total paid, contact the internal manager or the customer to ask for clarification. For very slight discrepancies (typically less than $5), accounting may choose to credit the difference.
6
For any overpayments, contact the internal manager or the customer to determine whether the credit should be saved on the account, applied to another open invoice, or refunded.
7
Once all checks have been logged, add up the total amount for deposit. Create a new batch under Invoices titled with the date and total: YYYYMMDD Deposit $XX. Add all checks to the batch and confirm total in ST matches your total.
Deposit checks
Checks are typically scanned in by accounting in the office. The CFO has the deposit book if a traditional counter deposit is needed.
1
Log in to check scanner site (https://netimagelr5.fidelityifs.com/directlinkclient/login/800756#/)
2
Connect to scanner via USB
3
Create deposit: select correct bank account and input control total (total amount being deposited).
4
Click Start Scan.
5
Deposit each check by feeding it into the check scanner.
6
Click Stop Scan.
7
Click Review and follow instructions to remove duplicates, correct totals, etc.
8
Once control total and deposit total match, click Submit.
File checks
1
Stamp the back of each check.
2
Place checks in non-windowed envelope.
3
Put date and deposit total on envelope and paperclip shut.
4
Place envelope in drawer with other recently deposited checks.
