Enter and Apply a Payment

Sage 300 ERP

Enter and Apply a Payment


The Payment Entry form lets you enter and print single checks for vendors. If you want to enter and print checks for a large number of vendors, use Create Payment Batch.

In multicurrency ledgers, all payment entries in a batch are in the same currency and are drawn from the same bank.

Exchange rates

If the bank or vendor does not use the functional currency and you need to change the exchange rate information for the payment, click the Rates button, then for each type of rate (bank and vendor):

  • Type the rate type code or select it from the Finder.
  • Type the exchange rate or select it from the Finder.

(The Rates button appears only if you select a vendor who does not use your functional currency.)

Note that you enter the rates for converting the bank currency or the vendor currency to your functional currency. If either of these currencies matches the functional currency, the rate for that currency will be 1.0000000.

To add a vendor payment:

  1. Choose the Payment Entry icon from the A/P Transactions folder.

    Click here for help with the fields on the Payment Entry form.

  2. Select or enter the batch number.

    Using the Batch Number field, you can:

    • Click the New button to create a new batch.
    • Click the Finder or press F5 to list existing batches.
    • Click the navigation buttons to move quickly through the list of batches to display the one you need.
    • Type the number of the batch you want to add to or edit.
  3. Select or enter the payment entry number.

    Using the Entry field, you can:

    • Click the New button to start a new payment entry.
    • Click the Finder to select an existing payment for editing.
    • Click the navigation buttons to move through the list of documents to display the document you need.
    • Type the number of the entry you want to edit.
  4. Enter a description for the payment, such as "Payment of Inv 7764."
  5. Select "Payment" as the transaction type if you are recording a check you issued to a vendor, or are entering a vendor check you want to print.
  6. Fill in general information about the payment:
  7. Click the Select Mode option, unless you know the number of the documents to which you are applying the invoice, or there is a large number of documents for this vendor. Then:

    If you are using Select Mode:

    1. Select the type of documents(All, Invoice, or Debit Note) you want to display.
    2. Select the order by which to list documents.You can choose Document Number, PO Number, Due Date, Order Number, Document Date, or Balance Due.
    3. Type the starting number, date, or balance, depending on the choice you made for ordering documents, or press F5 to select it from the Finder.
    4. Click the Go button, or press F7.
    5. For each document to which you want to apply the payment, select Yes in the Apply column.Either double-click "No" in the Apply column to change it to "Yes," or press the Spacebar when the Apply column is selected.
    6. Tab to the Applied Amount column and change the amount if you are not paying the entire invoice.
    7. Accounts Payable automatically applies the entire amount, and takes the full discount unless you specify otherwise.

    If you are not using Select Mode:

    1. Type the Document Number or select it using the Finder.
    2. Type "1" for the Payment Number, or enter the number of the payment if the document has a multiple payment schedule.
    3. Type the Applied Amount.
    4. Type the Discount Amount, if any.
  8. If you need to adjust an invoice or other document, click the Adjust button to open the Miscellaneous Adjustment Entry form, then:

    Note that to use the Adjust button, you must have selected the Allow Adjustments In Payment Batch option in the Options form.

    1. Enter a reference and description for the adjustment.
    2. Select the line number you want to edit on the document you are adjusting. The program displays the distribution code and general ledger account used in the original transaction, but you can change them.
    3. Type the amount of each adjustment detail.
    4. Click Save, then click Close to return to the Payment Entry form.
  9. If the document you are paying is job-related, and you are only paying part of the invoice, select an apply method, and apply the partial payment manually.
    1. Select the job-related invoice you want to pay as follows:
      • If you are using Select Mode, click the Go button to display the unpaid invoices for the selected vendor, then select Yes in the apply column for the invoice.
      • If you are not using Select Mode, enter the invoice number in the document field in the detail grid, or use the Finder to select the invoice.
    2. Enter the amount of your payment in the Applied Amount column for the selected invoice, then tab out of the field.
    3. If the Applied Amount is less than the current balance, and you want to select particular details to which to apply the partial payment or to use a different Apply Method for this invoice:
      1. Click the Jobs button to open the Project And Job Costing Apply Details form.
      2. Select the apply method to use when applying your payment to the details of the selected invoice.
      3. Click the Go button to display the invoice details.
      4. Specify the amount that you are paying for each detail.
      5. If you want to change an amount that was calculated for a detail, enter the amount that you are paying for the detail. Note that the Unapplied Amount must be zero to be able to add or save the invoice.
      6. When you are finished, click the Close button to return to the Payment Entry form, then click Save to save your payment entry.
  10. When finished, click Add or Save.

After entering and applying payments

  • Print individual checks. See Steps for printing a check from Payment Entry.
  • Print the Batch Listing. Correct entries, if necessary, then reprint the listing for each corrected batch.
  • You must print batch listings before posting if you select the Force Listing Of All Batches option on the Processing tab of the Options form. Once batches are correct, file the reports.
  • Select the Ready To Post option for each batch. You can also select a batch on the Payment Batch List form, click Print/Post, and then click Yes when asked whether to select the Ready To Post option.
  • Print and post payment batches. See Printing checks and posting a payment batch.