Introduction

Journals are the record of financial transactions in the 365 Cannabis system. When you make a payment, you’ll need to post a payment journal to the appropriate journal batch. This document will show you how to post a payment journal.

Prerequisites

Set up a bank account

Start procedure

1. Search for Payment journals and select the appropriate option from the list.

2. Select the batch where you want to create a journal entry. For our example we’re working in the BANK batch.

3. Select Prepare > Suggest Vendor Payments… from the ribbon.

4. Fill in all the information on the suggest vendor payment card (Select Show more to see all available fields)

   1. Last Payment Date - Specifies the latest payment date that can appear on the vendor ledger entries to be included in the batch job. Only entries that have a due date or a payment discount date before or on this date will be included.

   2. Posting Date - Date on the Check

   3. Skip Exported Payments - Specifies if you do not want the batch job to insert payment journal lines for documents for which payments have already been exported to a bank file.

   4. Summarize per Vendor - Specifies if you want the batch job to make one line per vendor. If you do not select this check box, then the batch job will make one line per invoice.

   5. Starting Document No. - The Check Number will override the Document No. once the check is printed.

   6. Bal. Account Type - Bank Account

   7. Bal. Account No. - Select the bank account from which you are making the payment

   8. Bank Payment Type:

      1. Computer Check – To print check out of 365 on your check stock.

      2. Manual Check – To record manually written checks or electronic payments made outside of 365. No check printing is required – the payment is only being recorded.

      3. Electronic Payment – To generate ACH file that would be uploaded to bank’s portal for processing (NOTE: Unless the ACH function is set up, the Electronic Payment option will not work).

5. Filter: Vendor - Use filters to pull documents in Payment Journal from specific vendors, otherwise leave blank

6. Select OK.

7. You’ll then be taken to the Payment Journal where you can see a list of your payment journal entries by batch.

8. With Computer Check selected as the bank payment type to Print the check, select Check > Print Check.
   NOTE: With Manual Check selected as the bank payment type, go straight to point 9 to post the payment.

9. Options on the check printing pop up screen include:

   1. Bank Account: Ensure the bank account is selected

   2. Last Check No: This will default from the bank account card (can be overridden if required)

   3. One Check per Vendor per Doc: Toggle this on to have all invoices per vendor printed on 1 check. Leave it off if Summarize Per Vendor was used on Suggest Vendor Payments page.

   4. Reprint Checks: Toggle on if the check is being reprinted

   5. Test Print: Only used during the testing process

   6. Preprinted stub: Only required during testing

   7. Commit each check: This will commit the check and not allow for change after the check is printed – this is not typically used

10. Select Print.
    NOTE: Previewing checks cannot be done – this is only used for testing.

11. Once a check is printed it cannot be changed. You will see the Check Printed box selected on the payment journal screen.

12. If a printed check requires changes it must be voided first. To void a printed check (before posting the payment journal) select Check > Void Check. Select Yes to Void the check.

13. Once voided, the Check Printed box will be cleared, and the line can be modified

14. Once the payment journal is complete and checks are printed, the journal can be posted. Select Post/Print > Post (or Post and Print).