Entering a Cash Invoice or Miscellaneous Payment

You enter a miscellaneous payment to issue a check to a person or company for which no vendor record exists in Accounts Payable. For example, you could enter a miscellaneous payment to record a purchase from a one-time vendor.

You can also enter a miscellaneous payment for an existing Accounts Payable vendor and create an invoice at the same time, so you do not have to enter the invoice separately in the A/P Invoice Entry screen. This type of payment is known as a "cash invoice."

Note: Accounts Payable does not create an invoice when you post a payment for a one-time vendor, for whom you do not create a vendor record.

To add a cash invoice or cash 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 Create New Batch button, and then type a description for the batch in the Batch Description 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 Create New Entry button to start a new document, and then enter a description for the payment (such as Payment for camera).

4. Select Miscellaneous Payment as the transaction type.
5. If the payment is for an existing vendor, specify the vendor number in the Vendor Number field.
6. Fill in general, or header, information for the payment. More...

   Header information includes:

   • A description for the entry.
   • Payment date and posting date.
   • Remit-to location.
   • Account set.
   • Payment code.
     • If the code is for a check payment, you select Print Check, Check Number, and Check Language.
     • If the code is for a cash payment, you specify a cash account.
   • Payment amount and, for a multicurrency system, the currency.
   • Invoice number.
   • Optional fields (if you use them).
   • Tax group.

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

7. Enter distribution details for the payment, as you would for an invoice. More...

   • For each distribution detail, type the distribution code or the general ledger account number and the amount, then:

     1. Type the amount of the distribution.

        Note: You can enter a negative amount for a detail line, but the document total must not be a negative amount.

     2. Type a reference.
     3. Type a description for the distribution.

   You can also type an optional reference and description.

8. To check or change the taxes calculated for the document (including the tax reporting amount), or to change the tax group for the document, click the Taxes button.

9. To check the taxes calculated for a distribution detail, or to enter them manually, select the detail, then click the Edit icon in the Taxes column.

   To find out about entering taxes manually, see Editing Taxes on an Invoice, Debit Note, or Credit Note.

10. 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.

11. When finished, click Save.