Bank Transactions - Enter Receipt Procedure Question

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Posted on by jdoss999

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I have used this window almost daily for years for recording various non-AR receipts but I have never understood why this window does not have a Check # field.

The Number field auto increments so I have assumed it is a key field and would throw up an error if we ever tried to manipulate it.

For example - we hold a golf tournament each spring and we petition vendors to help pay for the tourney with various levels of sponsorship.

So we get check# 1234 from vendor XYZ Inc. for $100 and we enter it through bank transactions where the number increments to from the last similar transaction.

Am I supposed to enter 1234 in the Number field ?

I have resorted to entering it in the note field on the transaction which is hardly useful for research.

Thanks

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Frank Hamelly | MVP... 46,625 Super User 2025 Season 2 on at

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You can change the value in the Number field. The incremented value suggested when you open the window can be overridden without issue.

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Victoria Yudin 22,769 on at

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Frank is right - however, once in a while you might run into an issue with this because the Number must be unique. So if you have 2 people give you check # 12345, you cannot enter the second one. So maybe you could do something like first x characters of the name and then the check number or vice versa depending on what kind of searching you typically need to do on these?

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jdoss999 125 on at

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Actually, in our test company, I was able to entered multiples of the same check number so it seems to be workable, but, at the same time, it makes me nervous as I have always seems this as equivalent to the payment number in receivables management which is unique.

But in receivables management you have an incrementing control number as well as a separate field for check/card number.

I don't see why that logic would not have been carried over to the bank transaction module.

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Richard Whaley 25,195 on at

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Here is a better option. In addition to the Description field, use the Record Note to the right of the number field and put what ever you want there. And Yes, this field can be printed on reports

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L Vail 65,271 on at

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Hi!,

Like you, I use the Number field because, as you see, it is not a unique field. The overall unique field is the CMDNUMWK which is not visible on the window. Another field, the RecNumControl field, is unique to each checkbook ID. This field is likewise not visible on the window.

The benefits on the research side is that the 'Number' turns into the Originating Document Number in the GL. The Description on the Bank Trx entry window turns into the Reference on the Journal entry. Just be aware (as you most likely are) that the Paid To/ Recd From field is not written over to the GL.

Kind regards,

Leslie

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Victoria Yudin 22,769 on at

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Hi Leslie,

Thanks for the correction/clarification on the number field!

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