Adding a Receivable Cheque (Receiving a Cheque from a Client)

Receiving a cheque records a cheque you got from a client or any other party. It appears in Receivable Cheques with the status Received, and a journal entry is created that reduces the balance of the party you received it from and records the cheque in Receivable Notes until it’s collected.

Steps to receive a cheque

1. Open Receivable Cheques and click Receive Cheque.
2. Fill in the fields under Receivable Cheque Information.
3. Attach an image of the cheque if you want.
4. Click Receive. The message Receivable cheque added successfully appears and you’re taken to the cheque page.

Cheque fields

Field	Required	Notes
Amount and currency	Yes	The default currency is the account’s currency, and you can choose any currency.
Description	No
Issue Date	Yes	The date of the receipt journal entry. It can’t be in a closed period.
Due date	No	The cheque can’t be collected before this date.
Cheque Number	Yes	The number of the paper cheque. It can’t be changed after saving.
Received Account	Yes	The account you received the cheque from, such as the client’s account in the chart of accounts.
Name on Cheque	Yes
Collect Account	Yes	The account the amount is added to on collection, such as a bank account.
Endorse and Name	No	If the cheque was endorsed to you, enable Endorse and enter the endorser’s name.
Receivable Notes Account	No	Appears only when Specify per Each is selected in account routing.
Attachment	No	One file up to 5MB.

Effect on the system

Location	What happens
Cheque	Saved with the status Received.
Journal entry	Debit Receivable Notes, credit the Received Account, dated the Issue Date.
Client balance	Decreases by the cheque amount if you chose the client’s account.
Bank	Not affected until collection.
Activity Logs	The addition is logged.

Error messages and solutions

Message shown	Cause	Solution
This date is in a closed financial period	The date is within a closed period.	Choose a date outside the closed period or reopen the period.
(Account) is suspended. Please choose a different account.	You chose a suspended account.	Choose another account or reactivate it.
This Field is Required	You enabled Endorse without entering the name.	Enter the name.
File exceeds the maximum upload size	The attachment is larger than 5MB.	Reduce the file size.

FAQs

How do I record a cheque from a client?

Choose the client’s account in Received Account, and your bank account in Collect Account.

Does the cheque pay the client’s invoice?

No. The cheque isn’t linked to invoices; only the client’s balance decreases.

Can a cheque number be repeated?

The system doesn’t prevent it, so double-check the number.