Entering and Applying a Payment

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

You can also use the A/P 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 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 entry in the Entry Description field.

   If you are applying an existing payment, specify the payment number in the field.

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 payment transaction type.
6. In the Vendor Number field, specify the code that identifies the vendor.
7. Fill in general, or header, information for the payment. More...

   Header information includes:

   • Remit-To Location
   • 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 Filter Documents option. Otherwise, clear this option.

   • If you are using Filter Documents:

     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, Current Balance, or Original Document Number).
     3. Specify the starting number, date, or balance, depending on the choice you made for ordering documents.
     4. Click the Refresh button.
     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 Available field.

9. If you need to adjust an invoice or other document, click the Adjust button to open the Miscellaneous Adjustment Entry modal 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. Close the screen to return to the A/P 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. 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 is available only if the vendor does not use your functional currency.

    The check will be in the bank currency.

11. When finished, click Save.