Cheques and Miscellaneous Payments

Finance uses a cheque or miscellaneous payment to record an outgoing payment outside the usual supplier-bill payment batch. Confirm the payee, purpose, cash account, approval, and supporting document before entering it. Creating a draft in Versa does not send money.

Before you start

• Access: You need Firm Admin and Manual GL Transactions access to complete the draft and post it. A Manual GL Transactions user without Firm Admin can start a draft but cannot add lines or post it.
• Where: In the paying entity, open GL > Cheques/Misc Payments > New Cheque/Misc. Payment. Companies using US dollars see Check instead of Cheque.

Create and post the payment

1. Enter the Date.
2. Select the Cash Account and Payment Method.
3. Select Recipient type, then choose the Recipient or enter a one-time payee in the recipient box.
4. Enter a Reference if your settings require one. The required field is marked with *.
5. For a foreign-currency payment, review Exchange Rate.
6. Select Create. For the Cheque method, Cheque Number appears after creation.
7. Under Payment Details, choose the line's Account, enter its Description, select a Project if needed, and enter Amount.
8. Select Add line. Repeat for each distinct purpose. The payment amount is the total of its lines.
9. Compare the draft with the approved payment instruction. Confirm the recipient, cash account, reference, exchange rate, and line total.
10. Select Post Payment.
11. Confirm that Versa opens the posted payment and shows Cheque Successfully Posted (or Check Successfully Posted).

Complete the bank transfer, mailed cheque, or other disbursement outside Versa according to your finance process. Reconcile the bank activity afterward. For money received from a customer, use Invoices > Receive Payment instead.

If you don't see what you expect

• Draft cannot be posted: Check that it has payment lines, a date in an open period, and the required reference. Some settings also require the reference to be unique.
• Exchange Rate is rejected: A home-currency cash account requires an exchange rate of 1.
• Cheque Number is missing: It appears after Create for the Cheque method only.
• Access denied before posting: Accounts Receivable Full Access may show the menu without permission to use this page. Ask an administrator to check Firm Admin and Manual GL Transactions access.
• Access denied after posting: Viewing the posted payment also needs Accounts Payable. The payment was still posted even if that page cannot open for you.
• Need to return to a draft: Open Unposted Cheque/Misc. Payments and review it before making a second payment.