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Recording cheques and card payments

Three common situations, three screens. This guide takes them one by one, with a worked example.

Where: Finance › Comptabilité › Saisie, three tabs: Encaissements CB, Encaissement chèque, Remise de chèque. Right: Prepare the accounts. To post (lock): Post an entry (treasurer).

Example followed in this guide:

  • Saturday 7 November 2026, two card payments: Paul Bernard tops up his pilot account with €80.00, Léa Moreau pays a meal, €25.00;
  • three cheques received by post: €50.00, €120.00 and €30.00, to be deposited together at the bank on Monday.

If a message asks you to « configure an account »

The bank, card-fee, cheque suspense and ANCV-fee accounts are set once and for all in Administration › Paramètres › Finance. If the ERP shows "Configurez le compte banque…", do not look around: tell the administrator or the treasurer.

A. Card payments

The card provider pays the gross amount, then takes its fees separately. On the bank statement you will therefore see two lines.

A1. Open the screen

Finance › Comptabilité › Saisie, tab Encaissements CB. The payment method is Carte bancaire.

A2. Date the remittance

Date de remise bancaire: 07/11/2026. It is the date of the line on the statement, not of each payment.

A3. Enter one payment per line

Ajouter un paiement for each receipt.

Account Third party Label Amount
411… Members Paul Bernard Pilot account top-up 80.00
7… Revenue (meals) — Meal of 7 November 25.00
  • Account: the member's (411) when they pay their debt or top up their account; a revenue account when they pay for a service.
  • Third party: mandatory only if the account requires it (the 411: yes).

You should see: Total encaissé: €105.00.

A4. Check the commission

The Commission field is pre-filled from the configured rate. If it does not match what the provider really takes, correct it. In the example: €1.60.

You should see: the Montant net viré (€103.40).

A5. Generate the entry

Générer l'écriture.

You should see: "Écriture générée : règlement CB, frais bancaires compris (Brouillon)". One entry was created, with two bank lines: the gross received (€105.00) and the fees taken (€1.60). Each will reconcile with its statement line.

If you have the posting right, a Comptabiliser l'écriture générée button appears; otherwise leave the draft to the treasurer.

Clicking twice does not create a duplicate

If the same entry is sent again (slow connection, double click), the ERP answers "cet encaissement avait déjà été enregistré": no duplicate entry is created.

B. Bank cheques: in two steps

A cheque is handled on receipt, then at deposit. In between, it is "waiting to be cashed".

B1. On receipt: record the cheques

Saisie, tab Encaissement chèque.

  1. Type de chèque: Chèques bancaires.
  2. Ajouter un chèque for each:
Account Third party Label Amount
411… Members Paul Bernard Cheque no. 4412 50.00
411… Members Léa Moreau Cheque no. 0187 120.00
7… Revenue (meals) — Meal of 7 November, cheque no. 3350 30.00
  1. Enregistrer les chèques.

You should see: "3 chèques enregistrés (Brouillon)". Each cheque is a separate entry, which debits the cheque suspense account.

B2. At deposit: make the remittance

On Monday you filled in the bank's deposit slip: total €200.00.

Saisie, tab Remise de chèque.

  1. Type de remise: Chèques bancaires.
  2. Date de remise: that of the slip (09/11/2026).
  3. Tick the cheques on the slip. Tout sélectionner if that is all that remains.
  4. Check: Total sélectionné must equal the slip, to the cent (€200.00).
  5. Générer la remise.

You should see: "Remise générée : écriture de dépôt créée (Brouillon)". The entry debits the bank and clears the suspense account.

The message "Aucun chèque en attente de remise" is normal when everything is deposited. If a cheque you just recorded does not show, check that Inclure les brouillons is ticked.

C. ANCV: holiday vouchers and electronic ANCV

ANCV keeps its commission before paying out. The point not to miss: enter the exact commission from the ANCV statement, not the default calculated amount. A few cents of gap prevent automatic reconciliation.

You receive… Screen Particularity
Electronic ANCV Encaissements CB, method ANCV dématérialisé One entry, bank at net. The statement has one line only.
Paper holiday vouchers Encaissement chèque then Remise de chèque, type Chèques vacances (ANCV) at both steps At the remittance, enter Commission ANCV retenue; the ERP shows the Montant net viré.

Holiday vouchers have their own suspense account: you can tell how many vouchers are still with ANCV.

D. After entry: the treasurer

  1. Post the drafts (card, cheques, remittance): Journal, filter Brouillons (Entering a journal entry).
  2. Reconcile the statement lines: Comptabilité › Rapprochement. Checks to know:
  3. cards give two lines (gross and fees); ANCV one net line;
  4. a cheque remittance gives one deposit line (€200.00) that reconciles with the remittance entry.
  5. If a member pays in instalments, see Paying in instalments: each payment is linked to its instalment.

If it does not work

Problem What to do
"Configurez le compte banque et le compte de frais CB…" Missing setting: see the administrator or the treasurer.
"Ajoutez au moins un encaissement avec un compte et un montant" A line has no account or amount. Fill it in or delete the line.
"La commission doit être un nombre positif et ne peut pas dépasser le total encaissé" Correct the commission.
"Un montant n'est pas un nombre valide (ex. 12,50)" Enter the amount with a comma or a point, with no space or symbol.
Remittance total different from the slip A cheque is forgotten or extra. Untick, recount. Do not generate the remittance while a gap remains.
The bank line does not reconcile Check the commission (ANCV especially) and the remittance date.

Going further

Payments received: card, cheques, ANCV: the reference. The entries produced are explained in Treasury.