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Mail-In Checks

Distributor steps for entering mailed-in customer checks: add a Load Sheet on the Mail-In Checks route, Quick Add Payment by AR Account, apply to credits/debits, enter Actual Receipts and Balance. Needs a Mail-In Checks route, v22.01+.

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Written by Bailey Naas-Thornton

Minimum Version Required: 22.01

Pre-Conditions

This workflow requires a Route for Mail-In Checks to create a Load Sheet.

Steps

How to Add a Mailed-in Check
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1. Using Universal Search, navigate to the Load Sheets table.
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2. Click the Add Load Sheet button.
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3. Select the Mail-in Checks Route.
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4. Select a Delivery Representative; the logged-in user will populate and can be changed if needed.
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5. Enter a Date; today’s date will populate, but this should be the date the Mail-In Check is deposited.
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6. Click Add Record.
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7. From the Balance page, enter the "AR Account" for the check in the AR Account field.
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8. Click the Quick Add Payment button.
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​ Note: Multiple payments for one account can be added this way when multiple checks are present.
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9. Enter the "Check Number", "Amount", and select the "Payment Type".
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10. Click Apply To to apply the Credit/Debit or enter an amount to apply part of the credit.
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11. After entering in payments, enter the total into the Actual Receipts field.
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​ Note: If the total of the payments matches up, the "Difference" will be zero.
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12. After processing the payments, click the Balance button.

Best Practices

  • If multiple payments are received (checks, money orders), enter each as they are there. It’s important to enter them exactly as they are, not as a summed total.
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  • Route with the Remittance Route Type is set to have an Initial Status of Returned. If the Mail-In Checks Route is using a Route with a Remittance Route Type, they should all start in this status.
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  • As with most routes, if there are multiple locations, there should be Mail-In Checks routes for each location.

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