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 vendor 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 in the Batch Number field, or create a new batch. More...

   To create a new batch:

   1. Click Create New Batch, and then enter 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 Create New Entry to create a new entry, 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 entry description (for example, Payment of Inv 7764).

4. Specify the vendor and the payment transaction type, and then specify other information for the payment (such as account set, payment and posting dates, remit-to location, and payment code). For more information about the fields on this screen, see A/P Payment Entry Screen.

5. 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.
6. If you need to adjust an invoice or other document, click Adjust to open the Miscellaneous Adjustment Entry screen. (The Adjust button is available only if the Allow Adjustments In Payment Batch option is selected on the A/P Options screen.)

   On the Miscellaneous Adjustment Entry screen:

   1. Enter a description and a reference for the adjustment.
   2. Click Add Line, and then in the new line in the table:
   3. In the Adjustment Line Number field, select the line number you want to edit on the document you are adjusting.

      Note: When you select a line number, the Distribution Code and G/L Account from the original transaction are displayed by default, but you can change them.

   4. Enter the amount of each adjustment detail.
   5. Close the screen to return to the A/P Payment Entry screen.
7. In a multicurrency ledger, if the bank or vendor does not use your functional currency and you need to change the exchange rate information for the payment, click Rates to open the Rate Override screen. (The Rates button is available only if the vendor does not use your functional currency.)

   On the Rate Override screen. enter the following for each type of rate (bank and vendor):

   • Rate Type.
   • Exchange Rate. If the bank currency or the vendor matches the functional currency, the exchange rate for that currency is 1.0000000.

   The check will be in the bank currency.

8. Click Save.