The University of Montana
Missoula, Montana 59812-1254
Revision Date: 2/07/06
Revision Number: 0
PROCEDURE: Process for Preparing Manual Checks
This process is used when a manual check needs to be prepared quickly for a
department or vendor while properly handling the approval, Banner Entry and
1. Upon receipt of the initial written request for a check (may be in the form
of a memo or email), attain a signature approval for the check on the
written request. The approval can be from the Accounts Payable
Manager, the Assistant Director, the Director, or if necessary, one of the
Business Services Area Managers.
2. Get the check
cabinet in the
The check is
3. Type in the
request on the
4. The check is
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5. Accounts Payable is given the check and back-up to use for input into
5.1. Banner Entry: Use the Journal Voucher Entry Form JGAJVCD
to enter the manual check. (Figure 1)
5.2. Type NEXT in the Document Number field and then Ctrl + Page
5.3. Enter the check total in the Document Total field.
5.4. Right Click and select Document Text [FOATEXT].
5.5. Enter the MW (check #) and the payee (name that the check was
issued to). (Figure 2)
5.6. Click Save and then Exit
5.7. Ctrl + Page Down to access the Transaction Detail Screen.
5.8. Use Journal Type REVM Revolving Fund Missoula.
5.9. Enter the index and account code.
5.10. Tab to Amount and enter the amount of the check.
5.11. Enter + into the DC field.
5.12. Tab to the Description field and enter the MW (check #) and payee.
5.13. Enter 35 into the Bank field.
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5.14. Press Ctrl + Page Down
5.15. Before completing, make a print screen of the Transaction Detail
portion of the Banner form. (Figure 3). Paper clip to the front of the
5.16. Click Complete.
5.17. On the blue copy of the check, write the Journal Voucher Document
Number (J number) in the lower right hand corner along with the
input date and your initials.
6. Accounts Payable has the check signed by two authorized signers.
7. Make a copy of the check and back-up for Office Services.
8. Distribute the Check.
9. The blue copy of the check and original documentation are given to the
Accounts Payable Manager for Accounts Payable files.
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