Payment Entry

Use this form to:

• Start new payment entries and enter the general information for a check � such as the type of payment entry, the vendor number, the name on the check, the check date, and whether you are recording information for a check that is already issued or printing it from Accounts Payable.
• Apply payments to projects you maintain in Sage ERP Accpac Project and Job Costing, and allocate partial payments to different contracts and projects listed on the invoice.
• Enter and optionally print checks for vendors to pay outstanding invoices or cash invoices, or to prepay vendors.
• Enter and optionally print miscellaneous checks.
• Apply previously posted prepayments or credit notes to posted invoices and debit notes.
• Edit system-generated payment batches (generated by the Create Payment Batch form).
• Enter adjustments to invoices you are paying in the Payment Entry form, instead of using the Adjustment Entry form.
• Print a batch listing report for a selected batch.

For an overview of payment entry, see Processing payments.

For full instructions on adding payments, see Enter and apply a payment.

 

Click the links below for additional help on using the corresponding buttons:

 

Click here for tips on using Accounts Payable forms.

Multicurrency information (multicurrency ledgers only)

If you use multicurrency accounting, note that all payments are in the currency you selected for the batch.

Payment Types

In most cases, a payment transaction is the information that Accounts Payable needs to print one check for a vendor and update the vendor account with the check information.

However, the Payment Entry form lets you enter four types of transactions:

• Payment.  Records a check to pay outstanding transactions. You can print the check from Payment Entry or enter the number of a previously written check.

The program displays the vendor's outstanding transactions (invoices, debit notes, and interest charges), and you select the transactions you want to partially or fully pay.

• Prepayment.  Records a check written as a prepayment. You can print the check from Payment Entry or enter the number of a previously written check.

Prepayments pay for a purchase before you have been invoiced for it. When you receive the invoice, you enter it using the Invoice Entry form, and post it. The prepayment will then be applied against the invoice.

• Apply Document.  Lets you apply a posted prepayment or credit note to an invoice, debit note, or interest charge.
• Miscellaneous Payment.  Lets you issue a check to a person or company for which you have not set up a vendor record. You enter the details of the purchase in the detail entry grid in the same way as you enter an invoice. The distributions debit the general ledger accounts you specify and credit the bank account.

The fields that appear on the Document tab of the Payment Entry form depend on the type of transaction you are entering.

For information about each type, choose from the selection below:

 

Applying Payments

Applying Prepayments and Credit Notes

Miscellaneous Payments

Prepayments

Choose the set of instructions you need

 

To open an existing payment batch

To create a new payment batch

To view header information for a batch

To enter and apply a payment

To add a prepayment

To apply a previously posted prepayment or credit note

To enter a miscellaneous payment (or cash invoice)

To edit a manual check

To adjust an invoice when entering a manual check

To print a batch listing for a payment batch

To print a check from Payment Entry

 

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