Pay an Employee by Check by Creating a Supplier for Each Employee

To pay an employee by check in GEM-CAR, a practical solution is to register them as a vendor. This method allows you to use the Accounts Payable module to generate and record the payment in a structured and traceable manner. It is particularly useful in one-time situations or when the payment is not processed directly through payroll.

First, go to the Suppliers > Suppliers > +Add menu to create a new record.

In the Info tab, enter the employee’s information:

• Code
• Name
• Address
• Phone
• Email

Click Save.

Next, click the Terms tab and enter the following information:

• Bank payment account
• Financial institution address;
• Identification number (Transit number);
• Institution number;
• Account number or folio number (including zeros);
• Check digit.

Click Save.

Next, record an invoice linked to this vendor, corresponding to the amount to be paid to the employee. This will ensure that this amount appears correctly in the financial system. Click on Suppliers > Invoices > +Add.

On the Enter Invoices page, enter the following information:

• Supplier/ Reference
• Expense Account
• Date
• Invoice #
• Invoice Total (including tax)
• Tax Rule
• Include Payment

Click Add.

Once the invoice is displayed, click Process. 

A window with the following message will appear: “Are you sure you want to add these invoices/disbursements?” Click Yes.

Next, click Suppliers > Invoices and select the invoice.

In the Info tab, click Payment, the dollar sign icon, located in the lower right corner.

In the payment window, enter the reference and the total payment amount. Click Process.

Click Generate a check.

Then, choose whether or not to print the check.

You can view the Payment Confirmation in PDF format.

Confirm the first check number to print, then click Send.

Here is an example of a check.

Another option for making the payment is to click Suppliers > Apply Payments.

Select the supplier, in this case, the employee and click Send.

In the payment window, enter the reference and the total payment amount. Click Process.