Check Printing Using Kosmas
Kosmas makes paying bills simple by allowing you to print your checks directly from your transaction records. In this instance I will walk you through a check printing scenario. Let’s imagine we owe a vendor payment to American Caulking. The Sales Order is for caulking products we purchased for future projects. Ok, so we have our scenario, now let me walk you through the process.
What you are seeing now is a blank transaction record that was created to make the payment we have laid out in the scenario above. When you create a new transaction the Status will always populate as Pending. The Type can always be customized to meet your company’s needs. For this example we are going to select Disbursement.
The transaction Category is going to be Vendor Payment. You can customize your categories by clicking on the + and adding a category. The Date will automatically populate when you create a new transaction record.
Click on the Account field, and a picker window will open to select the vendor account that the payment is going to. In this example the vendor account is American Caulking. Bank Account Used is the bank account used to pay the bill. When selected, a picker window will open and you can select an account. Description is a text field where you can add additional information about the transaction. In this case I am going to write “caulking supplies.”
The Point of Sale Details box will not be needed for this scenario. This box would be used if you were taking a credit card payment from a client or a client/ vendor was issuing you a refund.
In order to enter the amount of the transaction you need to select the Specific Option Buttons (○○○) next to Allocations. Select Add New Allocation. See image below. To continue click on the grey Unassigned box. The image below will appear.
Click in the Amount field and enter the amount of the transaction. For the purpose of this example we will use $1500.00. -$1,500.00 is how the amount will show because the Type chosen is Disbursement. Click on the Cost Center and select the necessary cost center. For this example, I have chosen a Sales Order. Click on Source Document and select the necessary source document. For this example, I have chosen the same sales order. If needed, there is an additional description box to provide more detailed information.
The next step is inputting your check information and preparing to print your check. At this time you want to click on the Check Number field In the Checking Box. A new picker window will open. See the image below.
The green Manually Add Check button will open a picker window asking if this check has been issued or received. For this example we will choose Issued. Another picker window will open showing you the next check number in the sequence. If this is the check number continue by selecting “OK” or changing the number in the text field and then select “OK.”
Now we are ready to print our check. Select the orange Print Check,a window will open asking you if you are sure you want to print the check. It will also ask if you have a pre-printed check or do you need a full printed check with bank account information, routing numbers, etc. You will have three options to chose from Pre-Printed, Full, and Cancel.
There are two check printing options in Kosmas. Pre-printed checks come with all your company’s information already on the check including bank account and routing information. The checks come in 8 ½ “ X 11” sheets. When the Pre-printed option is clicked, Komas prints the populated information that was just entered into the selected allocation. Have the check authorized with a signature and it is ready to send.
Full printing is the other option Kosmas offers. With this option, Kosmas check printing will print all company, bank, and transaction information on your check. These checks come in 8 ½ X 11 blank sheets and are printed specially with chemically sensitive paper and special fibers to guard against fraudulent check printing. This option is great for a business processing checks from multiple accounts. It alleviates the problem of purchasing pre-printed checks for each account, saving your company money. Again, after the check is printed, authorize with a signature and send. Front and back images can be stored of the check for further clarification.
Creating and printing a professional business check is not the only task you have completed in just a few simple steps. You have a completed transaction with a date, status, category, linked to an account, and noted bank account used. You have an allocation, within the transaction, that has a cost code and a related source document. With steps that are this easy, who needs a check ledger?