Entering and Applying a Payment

You use the A/P Payment Entry screen to enter and apply vendor payments.

You can also use the Payment Entry screen to print a single check for a vendors when you enter a payment, but if you want to enter and print checks for a large number of vendors, use the A/P Create Payment Batch screen.

To add a vendor payment:

1. Open Accounts Payable > A/P Transactions > Payment Entry.

2. Select an existing payment batch using the Batch Number field, or create a new batch. More...

   To create a new batch:

   1. Click the New button beside the Batch Number field, and then type a description for the batch in the next field.
   2. In the Batch Date field, enter a date for the new batch, or accept the session date.
   3. Specify the bank and, for a multicurrency ledger, the default currency for the batch.

3. Click the New button beside the Entry Number field to start a new document, and then enter a description for the entry.

   If you are applying an existing payment, type the payment number in the field, or use the Finder or navigation buttons to select the payment.

4. Enter a description for the payment, such as Payment of Inv 7764.
5. if you are recording a check you issued to a vendor, or you are entering a vendor check you want to print, select Payment as the transaction type.
6. In the Vendor Number field, type or select the code that identifies the vendor.
7. Fill in general, or header, information for the payment. More...

   Header information includes:

   • Remit-To
   • Account Set
   • Payment Date and Posting Date
   • Year and Period to which you want to post payment
   • Payment Code
   • Apply Method
   • Optional Fields (if you use them)

   For more information, see A/P Payment Entry Screen.

8. If you know the numbers of the documents to which you are applying the invoice, or there is a large number of documents for this vendor, select the Select Mode option. Otherwise, clear this option. Then:

   • If you are using select mode:

     1. Select the type of documents you want to display (All, Invoice, or Debit Note).
     2. Select the order by which to list documents (Document Number, PO Number, Due Date, Order Number, Document Date, or Balance Due).
     3. Enter the starting number, date, or balance, depending on the choice you made for ordering documents.

        Tip: Press F5 to use a Finder to select from available options.

     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.
     6. In the Applied Amount field, enter the amount to apply.
        Notes:

        • By default, the entire amount is applied, and the full discount is taken. However, you can post the transaction without fully applying the prepayment or credit note, leaving some to be applied at a later date.
        • You cannot apply more than the total amount of the payment.
     7. If an early-payment discount applies to the invoice, enter the amount in the Discount Taken column.

        Note: You can enter a discount taken that exceeds the discount specified on the original invoice.

   • If you are not using select mode:

     1. In the Document Number field, enter the document number.
     2. In the Payment Number field, enter "1", or enter the number of the payment if the document has a multiple payment schedule.
     3. In the Applied Amount field, enter the amount to apply.
     4. If you are entering a partial payment for a job‑related document, choose an apply method for the payment, and edit the distribution for the payment, if necessary.
     5. If there is a discount amount, enter it in the Discount Amount field.

9. If you need to adjust an invoice or other document, click the Adjust button to open the Miscellaneous Adjustment Entry screen, then:

   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 screen.

   Note: The Adjust button is available only if the Allow Adjustments In Payment Batch option is selected on the A/P Options screen.

10. 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. More...
    1. Select an apply method to use as the default for the current payment entry. For more information, see A/P Payment Entry Screen.

    2. Select the job‑related invoice you want to pay in one of the following ways:

       • Select the Select Mode option, click the Go button to display the unpaid invoices for the selected vendor, and then select Yes in the apply column for the invoice.
       • Clear the Select Mode option, and then enter the invoice number in the document field in the detail table.
    3. Enter the amount of your payment in the Applied Amount column for the selected invoice, then navigate out of the field.

    4. 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 Jobs to open the Project and Job Costing Apply Details screen.
       2. Select the apply method to use to allocate the partial payment to invoice details.
       3. Click the Go button to display the invoice details.
       4. Select any details that are not being paid at this time, then click Clear.
       5. Make sure the amounts allocated to invoice details are correct.
          Notes:

          • If you do not use an apply method to allocate amounts to the details, or you want to change the allocated amounts, you can manually enter or change the amounts that you are paying for invoice details.
          • To add or save the invoice, the Unapplied Amount must be zero, meaning that the sum of the amounts applied to the details is the same as the total applied to the invoice. For example, you might need to adjust the amounts for an invoice that uses a multiple payment schedule.
       6. Click Close to return to the Payment Entry screen.
       7. Click Save.

11. In a multicurrency ledger, 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), enter:

    • The rate type code.
    • The exchange rate. If the bank currency or the vendor matches the functional currency, the rate for that currency is 1.0000000.

    Note: The Rates button appears only if the vendor does not use your functional currency.

    The check will be in the bank currency.

12. When finished, click Add or Save.

After entering and applying payments

• Print individual checks. For more information, see Printing a Single Check When You Pay a Vendor.

• Print the batch listing, and then review the entries.

  Correct entries, if necessary, and then reprint the listing for each corrected batch. When batches are correct, file the reports.

  Note: You must print batch listings before posting if the Force Listing Of All Batches option is selected on the A/P Options screen.

• Select the Ready To Post option for each batch.
• Print and post payment batches. For more information, see Printing Checks for a Batch of Payments.

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