You can control the order in which open documents (such as invoices that are not yet paid, or credit notes that have not been applied) appear in selection lists when you are applying payments in the A/P Payment Entry screen. This option lets you display the documents in the order that is easiest for you to use.
Accounts Payable displays open documents by document number unless you choose another order. To change the order at any time, use the Default Order of Open Documents option on the Transactions tab on the A/P Options screen.
You can choose to display open documents for each vendor account by:
- Document number. This choice lists open documents, such as invoices, credit notes, and debit notes, by their document numbers, beginning with the lowest document number for each transaction type.
If you use this option, you should consider prefixing vendor invoices, credit notes, and debit notes so Accounts Payable will list documents in the order you prefer.
Note: You can also select the option to sort by Original Document Number.
The following prefixes would list invoices first, followed by interest invoices, credit notes, debit notes, and adjustments:
- IN (invoice)
- INT (interest invoice)
- NCR (credit note)
- NDR (debit note)
- PO number. This choice groups open (unpaid or unapplied) documents (invoices, credit notes, and debit notes) by their purchase order numbers. Documents issued from the lowest purchase order number are displayed first.
- Due date. This choice lists open invoices, credit notes, and debit notes by their due dates, beginning with the document with the oldest (earliest) due date.
- Order number. This choice groups open documents by their sales order numbers. Documents entered with the lowest sales order number are listed first.
- Document date. This choice lists open documents by the document dates entered with them, beginning with the oldest date.
- Current Balance. This choice lists open documents by their outstanding balances, beginning with the smallest amount.