The Payment Entry screen lets you enter invoices at the same time as you enter payments for existing vendors as well as for one-time vendors. In some programs, this is called a "cash invoice."
To enter an invoice when you add a payment, you must select Miscellaneous Payment as the transaction type. Accounts Payable then displays a detail-entry table where you can enter general ledger account distributions for the payment, as you would to add an invoice using the Invoice Entry screen.
The distributions debit the general ledger accounts you specify and credit the bank account you chose for the batch.
When you post the miscellaneous payment, Accounts Payable creates an invoice transaction as well as a payment transaction. The entries are combined on the same posting journal.
Invoices created for a miscellaneous payment do not include:
- Retainage.
- Optional fields.
- Terms. (The invoice is paid immediately.)
One-Time Vendor or Accounts Payable Vendor
If you are entering a miscellaneous payment for an existing vendor, you must enter the invoice number and the vendor number. When you add the entry, Accounts Payable creates an invoice document that uses this number.
Note: To enter a cash invoice for a one-time vendor, you must leave the Vendor Number field blank. You enter the remit-to location and address in the screen that opens when you click the Edit link beside the Vendor Remit-To Location field.
Calculating Tax for Miscellaneous Payments
Accounts Payable calculates tax and updates tax services for miscellaneous payments, as it does for invoices you enter using the Invoice Entry screen.
The program displays tax information from the vendor record as defaults, which you can change for a miscellaneous payment, as follows:
- To change the tax group or other tax information for the document, you use the A/P Document Tax Screen. (You can use a tax group that is from the one specified in the vendor record.) For more information, see A/P Document Tax Screen.
- To change tax information for the invoice details, you use the separate A/P Detail Taxes Screen (Miscellaneous Payments) to enter the details and detail tax information. For more information, see A/P Detail Taxes Screen (Miscellaneous Payments).