A/P Prepayment Screen

The vendor's account set appears as the default in this field, but you can change the account set to another one that uses the vendor's currency.

Enter the date on which to include the prepayment when calculating amounts due for payment.

Note: Prepayments are not used to calculate amounts due to vendors until they reach their Activation dates.

Specify the bank on which you are writing the checks for the batch.

Initially, this field displays the default bank code specified on the Transactions tab of the A/P Options screen, but you can change it.

This is usually the date on which the batch was created.

The program uses the batch date as the default document date for new documents you add to the batch.

Accounts Payable displays the session date as the default batch date when you create a new batch. You can type a different date in the field, or select a date using the calendar. (Click the button beside the Batch Date field to display the calendar.)

You can change the batch date any time before you post the batch, provided the Ready To Post option is not selected for the batch.

Once the batch is posted, the batch date becomes part of your audit trail. You use it to select batches to print on the batch listing and batch status reports.

Enter the number of the payment batch to which to add the prepayment.

A description of the specified batch displays in the Batch Description field.

Tip: Click the Details link beside the Batch Number field to display information about the payment batch. For more information, see A/P Batch Information Screen (Prepayments).

This is the language for printing the amount of the check in words only. All other text on the check or advice comes from the check report screen.

If you are recording a manual check that you issued earlier, enter the check number in this field.

If you are printing the check from Accounts Payable, you do not enter a number. Bank Services assigns the check number when you print the check.

Check numbers must be unique for each bank.

This field displays the currency assigned to the bank account for the selected batch.

Note: This field appears only in multicurrency ledgers.

This field displays the document number that you entered on the Document tab.

This field displays the total amount payable on the invoice. This amount does not change when you add a prepayment.

To work with an existing entry, use this field to specify its number.

The entry number identifies the payment entry on batch listings and posting journals. You can also include this number in transactions you send to the general ledger (if you do not consolidate transactions).

Entry numbers are assigned sequentially by the program.

A description of the specified entry displays in the Entry Description field.

The Optional Fields check box indicates whether optional fields are assigned to the currently selected payment. If you marked any payment optional fields for automatic insertion, the field is selected when you add a new payment entry.

For more information, see Changing Optional Fields.

Enter the prepayment amount.

If you have a multicurrency ledger, enter the amount in the vendor currency—not in the bank currency. The amount is converted to the bank currency for the check amount, using the rate you enter in the Vendor Rate field.

The payment code specified in the vendor record appears as the default in this field. (If none exists in the vendor record, Accounts Payable displays the default payment code specified on the A/P Options screen.)

You can change the code if you want to use a different method of payment for this entry.

If you select a code that uses a Cash payment type, enter the cash account from which to disburse the payment. If you do not enter a cash account, Accounts Payable credits the bank account.

If you select a code that uses a Check payment type, fill in the following fields:

• Print Check.
• Check Number (if recording a manually written check; you cannot enter a number if you selected Print Check).
• Check Language (for printing the amount only; edit the check form to change other aspects of the check).

Accounts Payable uses this date to:

• Assign the payment to aging periods on reports.
• Calculate any payment discount.
• Report the number of days to pay.

If you are recording a check that you have already issued, enter the date from the check.

If you are printing a check from Accounts Payable, this is the date that will appear on the check when you print it.

If you are entering an Apply Document transaction, the Payment Date field is not available. Accounts Payable assigns the date of the document being applied.

This date appears as the Document Date in the Vendor Activity screen and on reports that include payments and apply document transactions.

The posting date is used to record the date the document was applied to another transaction and when it is actually posted to General Ledger. It does not affect the determination of the discount or the days to pay statistics.

The field to the right displays the fiscal year and period to which the transaction will be posted. You cannot change this field except by changing the posting date.

After you click Save, the prepayment document number is automatically assigned and displayed in this field.

Select this option if you want to use Accounts Payable to print the check for the prepayment.

You can enter an optional reference of up to 22 characters for each entry.

The reference appears with the entry on the batch listing report and the G/L Transactions report.

This field displays the remit-to location, if any, that you entered for the transaction on the Document tab.

This field shows that you are entering a prepayment. You cannot change the transaction type.

This field displays the vendor number for the invoice transaction.

The vendor name or description is displayed in the Vendor Name field.

Use this field to type the amount you are prepaying. If you have a multicurrency ledger, enter the amount in the vendor currency—not in the bank currency. The amount is converted to the bank currency for the check amount, using the rates shown on the A/P Rate Override screen.