Check and Deposit Slip Layout Variables

Transcription

1 CLIENT BOOKKEEPING SOLUTION CHECKWRITER Check and Deposit Slip Layout s version 2007.x.x

2 TL (05/29/09) Copyright Information Text copyright by Thomson Reuters/Tax & Accounting. All rights reserved. Video display images copyright by Thomson Reuters/Tax & Accounting. All rights reserved. Thomson Reuters hereby grants licensees of CS Professional Suite software the right to reprint this document solely for their internal use. Trademark Information The trademarks used herein are trademarks and registered trademarks used under license. All other brand and product names mentioned in this document are trademarks or registered trademarks of their respective holder

3 Contents Introduction... 1 CBS Layout Editor... 1 Check layout types... 1 Explanation of headings... 2 Additional information... 2 Layout Properties dialog... 2 Field Properties dialog... 2 CheckWriter Vendor Check s (VLY)... 5 Check Information... 5 Company Information... 6 Distributions... 6 Account Description... 6 Account Numbers... 7 Distribution Amount... 7 Vendor Information... 7 CheckWriter Deposit Slip s (DLY)... 9 Company Information... 9 Deposit Detail List Deposit Information CheckWriter Noncalculating Payroll Check s (NLY) Check Information Company Information Employee Information Payroll Item Amounts Pay Withholding Amount CBS CheckWriter Check and Deposit Slip Layout s iii

4 Contents Payroll Item Descriptions Pay Item Descriptions Withholding Descriptions iv CBS CheckWriter Check and Deposit Slip Layout s

5 Introduction CBS Layout Editor The Layout Editor in the Client Bookkeeping Solution (CBS) program is a fullfeatured, graphics editor that enables you to precisely place and resize text, data variables, and graphic objects on your check or form layout. Use the Layout Editor to create, copy, or modify a layout. The tables that follow describe in detail the variables that are available for your check layouts for CBS CheckWriter. Check layout types Your CBS software includes a number of predefined layouts that you can use as is or modify to fit your needs. The layout styles and their filename extensions are: File Extension VLY NLY DLY Layout Type CBS CheckWriter vendor CBS CheckWriter noncalculating payroll Deposit slip CBS CheckWriter Check and Deposit Slip Layout s 1

6 Introduction Explanation of headings Data source: Describes where the program obtains the data for each variable or how it is calculated. : This is the name of the variable. All variables listed in the following tables are available for selection on the specified check or deposit slip layouts. : The column in the following tables include any special information about the variables, including how the program calculates the values, the specific field or column in the window or dialog from which the program obtains the data for each variable, etc. Additional information Layout Properties dialog To select the negative-amount display format You can display negative amounts on your check and deposit slip layouts with either a leading minus (default) or with parentheses. You must select this option on a per-layout basis. 1. In the Layout Editor, choose Layout / Open. 2. In the Open dialog, highlight the desired layout name and click the Open button. 3. Double-click in the check or deposit slip background section to open the Edit Layout Properties dialog. 4. In the Edit Layout Properties dialog, choose the display format for negative numbers. 5. Click OK. Field Properties dialog To negate any amount field You can negate the sign of any amount variable. In other words, if a variable should normally be printed as a positive amount, you can negate it to have CBS print it as a negative amount, and vice versa. 1. In the Layout Editor, double click the selected amount variable to open the Field Properties dialog. 2. In the Field Properties dialog, mark the Negate field value checkbox. 3. Click OK. 2 CBS CheckWriter Check and Deposit Slip Layout s

7 Introduction To specify an overflow section number (deposit slips only) When you insert a specific variable multiple times in a layout, CBS prints the same data for each occurrence of that variable. When inserting the Non-Cash Amount or Non-Cash Description variables in a repeating region on a deposit slip layout, you can specify an overflow section number to avoid having CBS use the same data for each repeating column. Example: Non-Cash Description Non-Cash Amount Non-Cash Description Non-Cash Amount Overflow section number In the Layout Editor, double click the Non-Cash Description or Non-Cash Amount variable to open the Field Properties dialog. 2. In the Field Properties dialog, enter the overflow section number in the Overflow section number field. 3. Click OK. To underline the entire length of a variable (deposit slips only) When printing Non-Cash Amount and Non-Cash Description variables, you can underline the entire variables to create columns on deposit slips printed on blank (no preprinted lines) paper. 1. In the Layout Editor, double click the Non-Cash Description or Non-Cash Amount variable to open the Field Properties dialog. 2. In the Field Properties dialog, mark the Underline entire variable length checkbox. 3. Click OK. CBS CheckWriter Check and Deposit Slip Layout s 3

8 Introduction 4 CBS CheckWriter Check and Deposit Slip Layout s

9 CheckWriter Vendor Check s (VLY) Check Information Data source: Checkbook data-entry window Amount Amount in words Check Date Check Number Memo CBS replaces the Amount in words variable with the words representing the check amount. From the Distributions tab or the Address tab. Data source: Checkbook / Setup window Bank Account Number Bank Name Routing Number Bank Address Line 1 Bank Address Line 2 Bank Address Line 3 MICR Line Signature 1 Signature 2 From the General tab. From the MICR Information tab. From the files specified in the Logo & Signature Locations dialog (accessed by clicking the Logo & Signature Paths button). CBS replaces the variable with the graphics contained in the files specified in this dialog. CBS CheckWriter Check and Deposit Slip Layout s 5

10 CheckWriter Vendor Check s (VLY) Company Information Data source: File / Company Properties window. Company City Company City, State, Zip Company Complete Address Company EIN Company Address Company Fax Number Company Name Company Phone Number Company State Company Street 1, Street 2 Company Street Line 1 Company Street Line 2 Company Web Address Company Zip From the General tab. The company name and address are included in the license information and can only be changed by importing a new license from your accountant. CBS replaces the Company Complete Address variable with the entire address, skipping blank lines. Note that this variable accommodates 3 lines of information. Do not reduce the size of the variable text box in the Layout Editor. If you do, CBS will not print the complete address. Data source: From the files specified in the Logo & Signature Locations dialog (accessed by clicking the Logo & Signature Paths button in the Checkbook / Setup window) Company Logo Placeholder CBS replaces the variable with the graphics contained in the files specified in this dialog. Distributions Account Description Data source: Checkbook data-entry window GL Account Description 01 GL Account Description 02 GL Account Description 03 GL Account Description 04 GL Account Description 05 GL Account Description 06 GL Account Description 07 GL Account Description 08 GL Account Description 09 GL Account Description 10 From the Distributions tab. If the number of accounts exceeds the number inserted in the layout, CBS prints the text Multiple on the last line. 6 CBS CheckWriter Check and Deposit Slip Layout s

11 CheckWriter Vendor Check s (VLY) Account Numbers Data source: Checkbook data-entry window GL Account Number 01 GL Account Number 02 GL Account Number 03 GL Account Number 04 GL Account Number 05 GL Account Number 06 GL Account Number 07 GL Account Number 08 GL Account Number 09 GL Account Number 10 From the Distributions tab. If the number of accounts exceeds the number inserted in the layout, CBS prints the text Multiple on the last line. Distribution Amount Data source: Checkbook data-entry window GL Account Dist Amt 01 GL Account Dist Amt 02 GL Account Dist Amt 03 GL Account Dist Amt 04 GL Account Dist Amt 05 GL Account Dist Amt 06 GL Account Dist Amt 07 GL Account Dist Amt 08 GL Account Dist Amt 09 GL Account Dist Amt 10 From the Distributions tab. If the number of accounts exceeds the number inserted in the layout, CBS adds the amount of all remaining distributions and prints that amount. Vendor Information Data source: Setup / Vendors window Vendor ID Vendor Account Number Vendor EIN Vendor Phone Number Vendor Description From the General tab. CBS CheckWriter Check and Deposit Slip Layout s 7

12 CheckWriter Vendor Check s (VLY) Vendor City Vendor City, State, Zip Vendor Complete Address Vendor State Vendor Street Address Line 1 Vendor Street Address Line 1 and 2 Vendor Street Address Line 2 Vendor Zip Vendor Payee From the General tab or as overridden in the Address tab of the Checkbook data-entry window. CBS replaces the Vendor Complete Address variable with the entire address, skipping blank lines. Note that this variable accommodates 3 lines of information. Do not reduce the size of the variable text box in the Layout Editor. If you do, CBS will not print the complete address. From the Distributions tab or as overridden in the Checkbook data-entry window. Data source: Checkbook data-entry window or Vendor Year-to-Date Amounts dialog (accessed by choosing Edit / View YTD Amounts from the Setup / Vendors window) Vendor Calendar YTD Paid Vendor Fiscal YTD Paid CBS calculates this by using the check date to determine the year. It then adds all amounts paid from January 1 of that year through the check date. CBS calculates this by using the check date to determine the year. It will then add all amounts from the beginning of your fiscal year through the check date. Data source: Vendor 1099 Totals dialog (accessed by selecting a vendor in the Setup / Vendors window and choosing Edit / 1099 Totals) Vendor YTD 1099 CBS calculates this by using the check date to determine the year. It will then add all 1099 amounts paid from January 1 of that year through the check date. 8 CBS CheckWriter Check and Deposit Slip Layout s

13 CheckWriter Deposit Slip s (DLY) If an asterisk (*) appears after a variable name, that indicates it is a repeating variable. Company Information Data source: File / Company Properties / General tab Company City Company City, State, Zip Company Complete Address Company EIN Company Address Company Fax Number Company Name Company Phone Number Company State Company Street 1, Street 2 Company Street Line 1 Company Street Line 2 Company Web Address Company Zip From the General tab. The company name and address are included in the license information and can only be changed by importing a new license from your accountant. CBS replaces the Company Complete Address variable with the entire address, skipping blank lines. Note that this variable accommodates 3 lines of information. Do not reduce the size of the variable text box in the Layout Editor. If you do, CBS will not print the complete address. Data source: From the files specified in the Logo & Signature Locations dialog (accessed by clicking the Logo & Signature Paths button in the Checkbook / Setup window) Company Logo Placeholder Signature 1 Signature 2 CBS CheckWriter Check and Deposit Slip Layout s 9

14 CheckWriter Deposit Slip s (DLY) Deposit Detail List Data source: Payments grid in the Tasks / Deposits window Customer ID* Customer Name* Payment Type* Payment Date* If you are licensed for the optional CBS Accounts Receivable module, CBS prints data for these variables. Data source: Details tab of the Checkbook data-entry window Payment Description* Payment Amount* From the Description field. From the Amount field. Deposit Information Data source: Checkbook / Setup window Bank Account Number Bank Name Routing Number Bank Address Line 1 Bank Address Line 2 Bank Address Line 3 MICR Line From the General tab. From the MICR Information tab. To print the MICR line in a vertical orientation, choose Format / Make vertical. Data source: Checkbook data-entry window Deposit Date Deposit Description Deposit Sub-Total Less Cash Received Amount* Less Cash Received Description* Less Cash Received GL Account Number* Total Less Cash Received Non-Cash Amount* Non-Cash Description* Total Non-Cash Amount Total cash + sum of all check amounts Negative amounts entered on the Details tab. The Less Cash Received GL Account Number is used for data from the optional CBS Accounts Receivable module only. From the Details tab for any item that is not cash or that does not have a negative amount. Total of all items on the Details tab, excluding the Cash items and negative amounts (Less Cash Received). 10 CBS CheckWriter Check and Deposit Slip Layout s

15 CheckWriter Deposit Slip s (DLY) Total Cash Total Deposit Total Deposited Items Total amount of items with description of Cash on the Details tab Deposit Sub-Total minus Total Less Cash Received Total number of payments included in the deposit. If you marked the Include cash in total number of deposited items checkbox in the Print Deposit Slips dialog, Total Cash counts as one payment item. Data source: File / Print Deposit Slips dialog Receipt Reference From the Receipt reference field. CBS CheckWriter Check and Deposit Slip Layout s 11

16 CheckWriter Deposit Slip s (DLY) 12 CBS CheckWriter Check and Deposit Slip Layout s

17 CheckWriter Noncalculating Payroll Check s (NLY) Check Information Data source: Checkbook / Setup window Bank Account Number Bank Name Routing Number Bank Address Line 1 Bank Address Line 2 Bank Address Line 3 MICR Line Signature 1 Signature 2 From the General tab. From the MICR Information tab. From the files specified in the Logo & Signature Locations dialog (accessed by clicking the Logo & Signature Paths button in the Checkbook / Setup window). CBS replaces the variable with the graphics contained in the files specified in this dialog Data source: Checkbook data-entry window Check Number Date of Check Text Amount Memo #1 Net Pay Units From the Distributions tab. Note: For Memo #1 and Units, you can set up this information in the Setup / Employees / Check Distributions tab or override it in the Checkbook data-entry window. CBS CheckWriter Check and Deposit Slip Layout s 13

18 CheckWriter Noncalculating Payroll Check s (NLY) Company Information Data source: File / Company Properties window. Company City Company City, State, Zip Company Complete Address Company EIN Company Address Company Fax Company Name Company Phone Company State Company Street #1 Company Street #1, Street #2 Company Street #2 Company Web Address Company Zip From the General tab. The company name and address are included in the license information and can only be changed by importing a new license from your accountant. CBS replaces the Company Complete Address variable with the entire address, skipping blank lines. Note that this variable accommodates 3 lines of information. Do not reduce the size of the variable text box in the Layout Editor. If you do, CBS will not print the complete address. Data source: Checkbook / Setup window Company Logo Placeholder From the files specified in the Logo & Signature Locations dialog (accessed by clicking the Logo & Signature Paths button in the Checkbook / Setup window). CBS replaces the variable with the graphics contained in the files specified in this dialog. 14 CBS CheckWriter Check and Deposit Slip Layout s

19 CheckWriter Noncalculating Payroll Check s (NLY) Employee Information Data source: Setup / Employees window Employee Name Employee Number Department # Department Description Employee Area Code Employee Birth Date Employee City Employee City, State, Zip Employee Complete Address Employee Address Employee Hire Date Employee Phone Number Employee SS# Employee SS# - Last 4 Digits Employee State Employee Street Employee Web Address Employee Zip From ID field. From the General tab. Address fields are from the General tab or as overridden from the Address tab of the Checkbook data-entry window. CBS replaces the Employee Complete Address variable with the entire address, skipping blank lines. Note that this variable accommodates 3 lines of information. Do not reduce the size of the variable text box in the Layout Editor. If you do, CBS will not print the complete address. Payroll Item Amounts Pay Data source: Checkbook data-entry window. Gross Pay 1 Earnings Gross Pay 2 Earnings Gross Pay 3 Earnings Gross Pay 4 Earnings Gross Pay 5 Earnings Gross Pay 6 Earnings Total Deductions Total Earnings Total FICA Withholding From the Distributions tab. You can set up the Gross Pay <#> Earnings amounts in the Setup / Employees / Check Distributions tab or these amounts can be overridden when entering a NCP check. CBS calculates the Total Deductions, Total Earnings, and Total FICA Withholdings amounts. CBS CheckWriter Check and Deposit Slip Layout s 15

20 CheckWriter Noncalculating Payroll Check s (NLY) Withholding Amount Data source: Checkbook data-entry window. Federal Withholding Amount FICA-Med Withholding Amount FICA-SS Withholding Amount Local Withholding Amount Other Withholding A Amount Other Withholding B Amount Other Withholding C Amount Other Withholding D Amount Other Withholding E Amount Other Withholding F Amount Other Withholding G Amount Other Withholding H Amount Other Withholding I Amount State Withholding Amount From the Distributions tab. You can set up these amounts in the Setup / Employees / Check Distributions tab or these amounts can be overridden when entering a NCP check. Payroll Item Descriptions Pay Item Descriptions Data source: Checkbook data-entry window. Gross Pay 1 Description Gross Pay 2 Description Gross Pay 3 Description Gross Pay 4 Description Gross Pay 5 Description Gross Pay 6 Description From the Distributions tab. If your accountant has given security to Edit Employee payroll item descriptions, you can set up these descriptions in the Setup / Employees / Check Distributions tab or these descriptions can be overridden when entering a NCP check. 16 CBS CheckWriter Check and Deposit Slip Layout s

21 CheckWriter Noncalculating Payroll Check s (NLY) Withholding Descriptions Data source: Checkbook data-entry window. Federal Withholding Description FICA-Med Withholding Description FICA-SS Withholding Description Local Withholding Description Other Withholding A Description Other Withholding B Description Other Withholding C Description Other Withholding D Description Other Withholding E Description Other Withholding F Description Other Withholding G Description Other Withholding H Description Other Withholding I Description State Withholding Description From the Distributions tab. If your accountant has given security to Edit Employee payroll item descriptions, you can set up these descriptions in the Setup / Employees / Check Distributions tab or these descriptions can be overridden when entering a NCP check. CBS CheckWriter Check and Deposit Slip Layout s 17

22 CheckWriter Noncalculating Payroll Check s (NLY) 18 CBS CheckWriter Check and Deposit Slip Layout s