How to Use Check On-the-Fly in Dynamics GP

Quite a few organizations have workflows around scheduled check-runs to monitor cash flows and/or approval process. While those workflows capture 99.9% of the business scenarios a company will need, I am always surprised to discover organizations that are using Dynamics GP and unaware of the functionality known as “Check On-the-Fly”. This functionality allows an organization to create a one-off check (or cheque for the Canadians in the house) whenever needed without the hassle of performing a full check-run.

As a use case, let’s say a UPS delivery person shows up at your door to deliver a parcel that is C.O.D. (Cash on Delivery). That means we need to handle payment on-the-spot. What do you do in that situation?  A check-run might take too much time to perform and require approvals from people that are not available.  In this scenario, an AP clerk can perform a check on-the-fly.

 

Here are the steps to perform a check-on-the-fly:

        1. Open the Payables Transaction Entry window (Purchasing a Transactions Entry)

        2. Enter or select a voucher number, select the document type, and enter a description.

        3. Enter or select a batch ID. See Creating a batch in Payables Management for more information.

        4. Enter a document date.

        5. Enter or select a vendor ID.

        6. Enter or select an address ID, payment terms, and a currency ID.

        7. Enter a document number. This number is the transaction number assigned by the vendor.

        8. Enter or select a shipping method, a tax schedule ID, and purchase amounts.

        9. Enter amounts in the Freight and Miscellaneous fields, if necessary.

        10. Enter the amount you would like to pay in the check field and hit tab. Note: This will trigger check on the fly functionality and open up a small window. Verify the following: A) Checkbook ID, B) Check Number, C) Date of the Check

        11. To make changes to account distributions, choose Distributions to open the Payables Transaction Entry Distribution window. You will notice that instead of accounts payables account in the distributions, the system will auto-populate cash account. Click ok and close the window after making necessary change

        12. Click Print to print the check.

        13. Choose Post to post the transaction or save if it needs to be saved to a batch.

 

Enjoy and please let us know if you found this helpful!

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