Adding or Modifying a Payment Code

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A/P Payment Codes Screen

You use the Payment Codes screen to add, edit, and delete payment codes.

  • Decide on the codes to use for all the types of payments you process.
  • Determine the payment type for each payment code—cash, check, credit card, or other.
  • If you want to delete a code that is assigned to an unposted payment, you must first assign a different payment code to the transaction, or delete the transaction.
  • If you want to delete a code that is assigned to a vendor, you must assign a different payment code to the vendor, first.
  • If you make a payment code inactive, you need to assign another payment code to any unposted payments that use the inactive payment code.

To add a payment code:

  1. Open Accounts Payable > A/P Setup > Payment Codes.

  2. In the Payment Code field, type an identifying code, using up to six characters.
  3. In the Payment Code Description field, type a description for the payment code, such as the name of the credit card.
  4. For the payment type, select Cash, Check, Credit Card, or Other.
  5. Click Save.

To edit a payment code:

Note: You can change everything in a payment code record except the identifying code.

  1. Open Accounts Payable > A/P Setup > Payment Codes.

  2. Select the payment code you want to change.
  3. Make your changes.
  4. Click Save.

To delete a payment code:

  1. Open Accounts Payable > A/P Setup > Payment Codes.

  2. Select the payment code you want to delete.

  3. Click Delete.

    If a message appears asking you to confirm the deletion, click Yes.

  • When you select a different payment type (cash, check, credit card, or other) for a payment code, the change is not made in any existing, unposted transactions.

    You must edit and save unposted transactions to register changes in payment methods, so that the transactions are correctly recorded on deposit slips.