Distribute Cheque

The primary function of the Distribute Cheque screen is to provide an easy method to accept and input one cheque that pays/credits multiple units.

Step 1 - Open Distribute Cheque screen

From the toolbar at the top of the ManageUDA screen, select Accounting and then Distribute Cheque.

Step 2 - Enter cheque details

Make sure you are in the correct Accounting Company and from the Customer drop-down list select the Customer that has provided the payment. Enter the cheque reference in the 'Cheque #' field and select the date.

Step 3 - Enter cheque amount

In the 'Total Amount' field, enter the full amount the cheque is made out for. You should notice the number repeated in the 'Total Remaining' field at the bottom of the screen.

Step 4 - Breaking down the cheque

Select the 1st building and then unit of which this payment is crediting. (For your reference, the current balance of that tenant will show under "Balance".) Enter the amount of money that should be credited to this particular unit in the 'Amount' box. Click 'Add'.

The record of this tenant's credit is recorded below and the 'Total Remaining' will show what available credit is remaining from this cheque.

Note that you can enter a negative amount if there is a negative amount to be applied to a tenant. This can happen, for example, with government cheques that overpay one month and make the correction later.

Repeat until 'Total Remaining' shows zero.

Step 5 - Processing the amounts and next steps

Select the correct Bank Account this payment will be posted to and click 'Save and New' for another cheque or 'Save and Close' if finished with this function. The cheque will be found in the Deposits screen under the 'Apply to Sales Invoices' tab to be deposited by itself or with other payments.

Step 6 - Referencing the data

Accessing the tenants' account history will show the individual credit amounts as per your breakdown. Once the original cheque is deposited, the GL will show the cheque in the bank account and all individual credits for the tenants (in the AR).

To check your work: Open the Distribute Cheque screen and click 'Open'. Details of the cheque will be displayed.

To edit your work: You will need to manually go to each tenant ledger and edit it there. Your changes in the ledger will automatically update the data in the Distribute Cheque screen. If you already attached the cheque to a deposit, the deposit will be updated as well.

---