About Applying Payments Controls to a Single Document

You use the Single Document tab of the Control Payments screen to apply payment controls for a selected vendor and document. You can:

• Set or change a payment limit for an invoice.
• Change the due date, discount date, and discount percent or discount amount for a selected invoice.
• Change the activation date for a selected prepayment.
• Place a document on hold.
• Force payment of the document.
• Cancel a previous control status.

To control payments for a range of documents, see About Applying Payment Controls for a Range of Vendors.

For an overview of the Control Payments screen, see A/P Control Payments Screen.

For complete instructions on using the Control Payments screen, see Applying Payment Controls.

Date and Discount Changes are Permanent

Changes to the due date, discount date, discount percent, and discount amount are permanent changes to the document.

You would make these changes after renegotiating terms or if the original document was incorrect.

Normal Status

You use Normal status to clear documents of any Forced or On Hold status you applied previously.

Forced Documents

Invoices and debit notes that are assigned a Forced status are paid in the next check run, unless:

• The payment amount of the check is outside the minimum and maximum amounts specified for the check run.
• The vendor bank does not match the batch bank, and you selected the vendor record option to Select Vendors With This Bank Code Only.
• The vendor currency does not match the vendor currency for the batch.
• There is a pending payment in an open batch for the same document.

Documents On Hold

Documents assigned an On Hold status are not paid in a system check run until the On Hold status is removed.

On Hold documents are not applied during posting:

• When you post invoice batches, Accounts Payable does not apply any matching prepayments if either the prepayment or the invoice has an On Hold status.

  In addition, it does not apply credit notes or debit notes if either the credit (or debit) note or the specified Apply-To document is on hold.

• When you post payment batches, prepayments are not applied to matching invoices if the invoice has an On Hold status.

Note: You can also place the vendor on hold using the Vendors screen.

To apply a prepayment, debit note, or credit note to a document you have put on hold, you first remove the On Hold status using the Control Payments screen, and then use an Apply Document transaction in Payment Entry to apply the prepayment, debit note, or credit note.

Prepayment Activation

Bringing forward or delaying the activation date of a prepayment affects payments because the A/P Create Payment Batch screen does not take prepayments into account unless they are activated.

Payment Limit

You can use the Payment Limit field to set a maximum amount that can be paid for a selected document when you generate payments using the A/P Create Payment Batch screen.

You can enter a greater payment if you pay the document using the A/P Payment Entry screen.

Related Topics