Cheque

Last updated: 2026-03-29

Cheque Management

This module allows you to record, track, and manage all incoming and outgoing cheques. It helps you keep a clear record of cheque numbers, banks, amounts, and whether the funds have cleared the bank or are still pending.

When Do I Use This?

  • When a customer pays an invoice using a cheque and you need to log the payment.
  • When you issue a cheque to pay a supplier or vendor.
  • When tracking post-dated cheques to know exactly when funds will be available or deducted.
  • When updating the status of a cheque (e.g., marking it as "Cleared" or "Bounced" after checking your bank statement).

How To Use

Recording a New Cheque

  1. Navigate to the Cheques section from your main menu.
  2. Click + New to create a new record.
  3. Select the Payee (the customer or vendor).
  4. Enter the exact Number printed on the physical cheque.
  5. Fill in the Bank, Amount, and the relevant dates.
  6. Select the current State (e.g., "Pending").
  7. Click Save.

Updating a Cheque's Status

Once a cheque is deposited and processed by the bank, you must update its status in the system.

  1. Find and open the existing cheque record.
  2. Change the State field to reflect the new status (e.g., "Cleared" or "Bounced").
  3. Adjust the Clearing Date if necessary.
  4. Click Save.

Field Descriptions

Cheque Details

Field Name Description
Payee The person or business entity that the cheque is issued to or received from.
Number The unique routing/cheque number printed on the physical cheque.
Bank The name of the bank associated with the cheque.
Issue Date The date written on the front of the cheque.
Clearing Date The date the cheque is expected to clear, or the actual date it cleared the bank. Highly useful for tracking post-dated cheques.
Amount The exact monetary value of the cheque.
State The current status of the cheque (e.g., Pending, Cleared, Deposited, Bounced).
Reference Optional notes. Use this to record what the cheque is for, such as an Invoice Number or Receipt Number.

Cheque States

The system allows you to define different States to categorize where a cheque is in its lifecycle.

Field Name Description
Name The status label (e.g., "Cleared", "Bounced").
Description A brief explanation of what this status means for your team.
Tip: Always use the Reference field to link the cheque to a specific Invoice or Purchase Order. This makes resolving disputes or answering customer account questions much faster!
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