Applying a Payment

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A/P Payment Entry Screen

You use the A/P Payment Entry detail table to apply payments to specific outstanding documents. You can apply a payment at the same time that you enter it, or at a later time.

After you have applied the payment, you can save the transactions and print the check, if you want.

  • Enter a payment. For more information, see Entering and Applying a Payment.
  • If you use multicurrency accounting, update currency information and exchange rates.
  • If you use optional fields, define the optional fields you want to use in A/P Payment Entry. For more information, see A/P Optional Fields Screen.

To apply a payment to an invoice:

  1. Open Accounts Payable > A/P Transactions > Payment Entry.
  2. In the Batch Number field, enter a batch number.
  3. In the Entry Number field, enter the number of the payment you want to apply.

  4. If you know the numbers of the documents to which you are applying the invoice, or there are a large number of documents for this vendor, clear the Filter Documents option. Otherwise, select 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.

        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.

        You can enter a discount taken that exceeds the discount specified on the original invoice.

    • If you are not using Filter Documents:

      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. See step 7.
      5. If there is a discount amount, enter it in the Discount Available field.
  5. Click Save to add and apply the payment.

When you have finished adding payments to a batch, print the checks and post the payment batch.