A/P Payment Entry Screen

Open Accounts Payable > A/P Transactions > Payment Entry.

Click this button to add a new payment and its details.

Note: After adding a payment, the button name changes to Save.

Click this button to adjust a payment. For more information, see Writing Off Small Differences During Payment Entry.

Click this button to delete the entry that is currently displayed in the Payment Entry screen.

Note: If you delete a payment for which the check has already been printed, Accounts Payable voids the check.

Click this button to view the history of an invoice, credit note, or debit note while applying a payment or credit note. For more information, see Viewing Document History when Applying a Payment or a Credit Note.

Click this button to apply payments to job‑related invoices. For more information, see A/P Project and Job Costing Apply Details Screen.

Click this button to print a check for a payment. For more information, see Printing a Single Check When You Pay a Vendor.

Click this button to print checks for the payment batch that is currently displayed, and then post the batch.

For information about posting multiple batches, see Posting a Range of Batches.

If you edit a payment you applied previously, click this button to record your changes.

Click this button to open the Tax Withheld screen, where you can view the total tax withheld for invoices in the entry.

This button appears only if you select Payment or Apply Document in the Transaction Type field.

Click this button to void a check. For more information, see Voiding a Printed Check.

The vendor's account set appears as the default in this field, but you can change the account set to another one that uses the vendor's currency.

Note: You cannot specify an account set for apply transactions, for miscellaneous payments that have no vendor number, or for adjustments you make in Payment Entry.

This field appears if you selected payment as the transaction type. You use it to record a credit for goods that you have returned, for which the vendor has not yet sent you a credit note. For more information, see Entering an Advance Credit for Goods You Return.

The invoice to which advance credit is applied will appear as if it is fully paid. However, because the advance "credit" is actually a separately numbered debit document, it reflects the true unpaid balance in the vendor account, until you record the "real" credit note.

Specify a default method for allocating partial payments to details on job‑related invoices that use different contracts, projects, and categories:

  • Top Down. Select this method to apply payments automatically to invoice details, beginning with the first detail on an invoice, until the payment is fully applied.

    Note: If you use this method to apply a payment to an invoice that uses a multiple payment schedule, you may have to adjust the amounts manually. For invoices that use a multiple payment schedule, it is preferable to prorate the payment by amount.

  • Prorate By Amount. Select this method to apply payments proportionately to all invoice details, depending on their relative amounts.

Specify the bank on which you are writing the checks for the batch.

Initially, this field displays the default bank code specified on the Transactions tab of the A/P Options screen, but you can change it.

  • You must specify a default bank code on the A/P Options screen before you can enter and save information and transactions in payment batches.
  • You define bank codes for your company in Bank Services.
  • If you are starting a multicurrency batch, you also specify the currency for the batch and the rate at which to convert amounts in the batch to the functional (home) currency.
  • You can use only one bank and one currency per batch. The bank you select must be set up to accept the currency you want to use for the batch.

This is usually the date on which the batch was created.

The program uses the batch date as the default document date for new documents you add to the batch.

Accounts Payable displays the session date as the default batch date when you create a new batch. You can type a different date in the field, or select a date using the calendar. (Click the button beside the Batch Date field to display the calendar.)

You can change the batch date any time before you post the batch, provided the Ready To Post option is not selected for the batch.

Once the batch is posted, the batch date becomes part of your audit trail. You use it to select batches to print on the batch listing and batch status reports.

Enter the number of an existing batch, or click the New New button button to create a new batch. In the field to the right, enter a description for the batch.

Tip: Click the Zoom Zoom button button to open the Batch Information screen, which displays additional details about the batch. For more information, see A/P Batch Information Screen (Payment Entry).

This is the language for printing the amount of the check in words only. All other text on the check or advice comes from the check report screen.

If you are recording a manual check that you issued earlier, enter the check number in this field.

If you are printing the check from Accounts Payable, you do not enter a number. Bank Services assigns the check number when you print the check.

Check numbers must be unique for each bank.

This field appears only in multicurrency ledgers.

Enter the currency code to use for the batch or select the code from the Finder. You can pay vendors in any currency, but all the transactions you enter in a single payment batch must be in the same currency.

You can change exchange rate details for a batch. For more information, see A/P Batch Information Screen (Payment Entry).

For payment, miscellaneous payment, and prepayment transactions, Accounts Payable assigns a document number to the transaction when you click the Add button.

The assigned number uses the prefix and next sequence number specified on the Numbering tab of the A/P Options screen, and you cannot edit the document field.

For Apply Document transactions, you enter the document number of the prepayment or credit note you want to apply in this field.

This field displays the name of the person who entered the transaction.

To create a new entry, click the New New button button beside the Entry Number field.

To work with an existing entry, type its number or select it from the Finder beside the Entry Number field.

The entry number identifies the payment entry on batch listings and posting journals. You can also include this number in transactions you send to the general ledger (if you do not consolidate transactions).

Entry numbers are assigned sequentially by the program.

Select this option if you are adding a prepayment or a miscellaneous payment for a contract you administer using Sage 300 Project and Job Costing.

If you are entering a miscellaneous payment, the program replaces the columns in the payment application table with job‑related columns that let you identify a specific contract, project, category, and resource from Project and Job Costing for which you are making this payment.

If you are entering a prepayment, click the Jobs button to open a separate Project and Job Costing Application Details screen that lets you identify the contract, project, category, and resource.

This field displays the number of entries in the selected batch.

The Optional Fields check box indicates whether optional fields are assigned to the currently selected payment. If you marked any payment optional fields for automatic insertion, the field is selected when you add a new payment entry.

For more information, see Changing Optional Fields.

Accounts Payable displays the amount of the payment transaction in the bank currency, letting you quickly identify payments and check amounts when reviewing or editing entries.

The payment code specified in the vendor record appears as the default in this field. (If none exists in the vendor record, Accounts Payable displays the default payment code specified on the A/P Options screen.)

You can change the code if you want to use a different method of payment for this entry.

If you select a code that uses a Cash payment type, enter the cash account from which to disburse the payment. If you do not enter a cash account, Accounts Payable credits the bank account.

If you select a code that uses a Check payment type, fill in the following fields:

  • Print Check.
  • Check Number (if recording a manually written check; you cannot enter a number if you selected Print Check).
  • Check Language (for printing the amount only; edit the check form to change other aspects of the check).

Accounts Payable uses this date to:

  • Assign the payment to aging periods on reports.
  • Calculate any payment discount.
  • Report the number of days to pay.

If you are recording a check that you have already issued, enter the date from the check.

If you are printing a check from Accounts Payable, this is the date that will appear on the check when you print it.

If you are entering an Apply Document transaction, the Payment Date field is not available. Accounts Payable assigns the date of the document being applied.

This date appears as the Document Date in the Vendor Activity screen and on reports that include payments and apply document transactions.

The posting date is used to record the date the document was applied to another transaction and when it is actually posted to General Ledger. It does not affect the determination of the discount or the days to pay statistics.

The field to the right displays the fiscal year and period to which the transaction will be posted. You cannot change this field except by changing the posting date.

  • The default posting date that appears depends on your selection for the Default Posting Date option on the A/P Options screen.
  • If you consolidate G/L transactions, the posting date for consolidated entries is the last date of the fiscal period.

Select this option if you want to print the check using the Accounts Payable program.

If you are recording a manual check you have already issued, do not select this option. You must enter the number of the manual check in the Check Number field. (If Accounts Payable prints the check, it assigns the check number when you print the check.)

Accounts Payable treats a check with a number as printed once you save it. This means that you cannot edit the check later unless you zero the Check Number field and select the Print Check option.

Enter additional information to include with a transaction (for example, an EFT transaction number).

Note: This field appears for payments, prepayments, miscellaneous payments, and apply document transactions.

This is the person or company name that will appear on the check.

You can enter another name or select a remit-to location (if the vendor has alternative payment addresses).

Press the F9 key (Zoom) to view or change the remit-to information. You can choose remit-to locations from the Finder in the Remit-To Information screen.

This field lets you identify how to select invoices to which to apply this payment.

Select this option if you want to list vendor documents for selection in the application table at the bottom of the screen—in the order you want. Select mode provides more information about the vendor's documents, adding information from any unposted payments that you have already applied.

Clear this option if you know the number of document to which you are applying the invoice, or if you have a lot of vendor documents. This method is faster than Select mode because it is faster to look up documents in the Finder than to scroll through all the items in the document list.

This field displays the total for the batch.

You can enter the following types of transactions:

  • Payment. Select this type to record a check to pay outstanding transactions. You can print the check from Payment Entry or enter the number of a previously written check.
  • Prepayment. Select this type to record a check written as a prepayment. You can print the check from Payment Entry or enter the number of a previously written check.

    Prepayments pay for a purchase before you are invoiced for it. When you enter and post the invoice, Accounts Payable automatically applies the prepayment.

  • Apply Document. Select this type to apply a posted prepayment or credit note against an invoice, debit note, or interest charge.
  • Miscellaneous Payment. Select this type to issue a check to a person or company for which you have not set up a vendor record. You enter the distribution details of the purchase in the same way as you enter them for an invoice.

The field shows the amount you have applied using the table on the Payment Entry screen, unless you are entering a prepayment.

In multicurrency ledgers, the payment amount is converted from the vendor currency to the bank currency using the exchange rate information on the Rate Override screen. To change the exchange information for a selected payment, open the Rate Override screen by clicking the Rates button at the bottom of the Payment Entry screen.

If you are entering a prepayment, you use this field to type the amount you are prepaying. If you have a multicurrency ledger, enter the amount in the vendor currency—not in the bank currency. The amount is converted to the bank currency for the check amount, using the rates shown on the Rate Override screen.

Identifies the account to which to post the payment. You can type the vendor number or select it from the Finder.

Enter the date on which you want the payment activated. This is the date from which they are included when calculating amounts due for payment.

Prepayments are not used to calculate account balances or amounts due to vendors (when you use the Create Payment Batch screen) until they reach their Activation dates.

This column displays the amount of an adjustment you entered to the document in this payment batch. You cannot change the amount in this column.

You can enter adjustments in payment batches if the option to allow adjustments in payment batches is selected on the A/P Options screen.

After saving the transaction, you adjust the document by highlighting the line to which you are applying the payment, and then clicking the Adjust button

Enter the amount of the distribution.

Type the amount you want to apply to the selected document.

Accounts Payable automatically applies the full outstanding amount when you select the document, but you can change the amount.

You cannot enter an amount that is greater than a document's outstanding or pending balance.

If you are applying a prepayment or credit note, you cannot apply an amount that is greater than the total for the document you are applying.

Use the Apply column to select documents to which to apply the payment, prepayment, or credit note.

Select Yes for each document you want to pay by double-clicking the Apply field or by typing any character in the column.

If another transaction has been applied to the document in another unposted batch or entry, you see "Pend" in the Apply column.

You can adjust a document if the option to allow adjustments in payment batches is selected on the A/P Options screen. To adjust a document, you must select Yes in the Apply column, highlight the line, and then click the Adjust button.

You can click the History button to view the payment history for the highlighted line.

Select how you want to identify the document for which you are entering the prepayment.

You can identify it by its document (invoice) number, by the sales order number, or by the purchase order number. An additional field appears if you choose to apply by purchase order, listing all the existing POs posted for the vendor.

Enter the invoice number, PO number, or sales order number for the invoice you are prepaying (depending on your choice for Document Type). Accounts Payable uses this number to identify the invoice to which you are applying this prepayment.

This field shows the amount of the payment—computed from a running tally of the distribution amounts.

This column displays the current balance in the document in the vendor's account. The amount is calculated from the transactions that have been posted to the account, and does not include pending (unposted) transactions.

Enter an optional description for the distribution.

This description appears with the distribution in the General Ledger batch, if the Posting Seq.-Batch for the G/L Description Field option is selected on the G/L Integration screen and you do not consolidate general ledger transactions during posting.

This column shows the amount of the discount that is available for the document, if any. You cannot change this amount and you cannot enter a larger discount amount in the Discount Taken field.

You can change discount amounts using the Control Payments screen.

This column lists the discount dates that were assigned to the documents when they were posted to Accounts Payable. If no discount applied to the document, the discount date is the same as the document date.

When you choose to list documents by their discount dates, the list begins with the document with the earliest (oldest) discount date. If you enter a starting discount date in the Starting field, the list omits any documents with earlier discount dates.

Use this column to enter the amount of any discount that applies to the document.

You can take a discount on a document, even if the applied amount is zero.

If the discount period has expired, this field will show zeros.

You can change discount amounts using the Control Payments screen.

If the vendor record is set up to create document details by distribution code, the distribution code from the vendor record appears as the default in this field.

You can change the distribution code that appears. To change the distribution code, double-click the Dist. Code field for the detail you are adding, then type the new distribution code or use the Finder to select it.

If no distribution code appears, you can skip the Dist. Code field, and enter a general ledger account number instead.

The Document Date column lists the dates that were entered with the documents.

When you choose to list documents by their document dates, the list begins with the document with the earliest (oldest) date. If you enter a starting document date in the Starting field, the list omits any documents with earlier dates.

The Document Number column in the payment application table shows the numbers of outstanding documents that you can pay at this time, or to which you can apply a prepayment or a credit note.

Specify the type of documents you want to choose from when applying payments in Select mode. You can choose All, Invoice (includes interest invoices), Debit Note, or Credit Note.

Click the the Go Go button button once you have specified the order, document type, and starting number.

The Due Date column lists the due dates that were assigned to the documents when they were entered into Accounts Payable.

When you list documents by their due dates, the list begins with the document with the earliest (oldest) due date. If you enter a starting due date in the Starting field, the list omits any documents with earlier due dates.

If the vendor record is set up to create document details by general ledger account, the account number from the vendor record appears as the default in this field.

If the vendor record specifies a distribution code, the general ledger account for the specified distribution code appears as the default.

You can change the general ledger account.

Use this field to enter the vendor's invoice number.

This display-only field appears in the application details table of the Payment Entry screen if you use Sage 300 Project and Job Costing.

The field indicates whether a document is job‑related or not. (The program sets the entry in this field; you cannot change it.)

When you apply a payment to a job‑related document, the Jobs button becomes available, letting you open the Project and Job Costing Apply Details screen where you can change the apply method or the allocations for particular document details.

This column displays the document balance net of the current unposted applied amount, adjustment, and/or discount.

Use the Order By field when applying payments in Select mode to specify the order by which to list the vendor's documents. You can choose Document (number), Purchase Order Number, Due Date, Order Number, Document Date, or Current Balance.

You set the default order for this field by your choice for the Default Order Of Open Documents option on the A/P Options screen.

Click the Go Go button button once you have specified the order, document type, and starting number.

This column displays the sales order number, if any, that was entered with the document.

When you choose to list documents by their sales order numbers, all the documents issued with a particular sales order number are displayed together, beginning with the lowest sales order number or the sales order number you specify in the Starting field.

This column displays the original document total.

This column displays the payment number for the corresponding document. This payment number is 1 unless the document contains a multiple payment schedule, then it is the number for the particular payment.

This column displays the total amount of unposted adjustments that have been entered for the document in any other unposted entries or payment batches.

This column displays the total amount of discounts taken for the document in other unposted entries in payment batches.

This column displays the total of any payments that have been applied to the document in other unposted batches or entries.

The pending balance shown for a document is the amount that the document balance would be if all pending transactions were posted to it. You cannot type in this field. You can change the pending balance only by changing the pending amounts that have been applied to the document.

You cannot apply an amount to a document that is greater than its pending balance.

This column displays the purchase order number, if any, that was entered with the document.

When you list documents by their purchase order numbers, all the documents issued with a particular purchase order number are displayed together, beginning with the lowest purchase order number or the purchase order number you specify in the Starting field.

Enter an optional reference for the distribution.

This reference appears with the distribution in the General Ledger batch, if the Posting Sequence-Batch option is selected for the G/L Detail Reference field on the G/L Integration screen, and you do not consolidate general ledger transactions during posting.

You select this option depending on how you prefer to select the invoices, prepayments, and credit notes to which to apply this document.

If you want to select vendor documents from a list on the screen, choose Select Mode, then use the Order By field to specify the order you want to list the documents.

Select Mode provides more information about the vendor's documents, including information from any unposted payments that you have already applied, than you see if you enter document numbers yourself.

However, if you know the number of the document to which you are applying the payment, prepayment, or credit note or if you have a lot of vendor documents, it is faster to type the document numbers—or to look them up in the Finder—than to scroll through the items in the document list.

The name of this field varies according to your selection in the Order By field.

Use the field to type the number, amount, or date of the first record you want to see in the list of the vendor's open documents. Leave the field blank to start with the first outstanding document.

Click the Go Go button button once you have specified the order, document type, and starting number.

Tax groups specify the authorities that tax the vendor and assign the vendor's tax classes in each authority. (Tax classes determine the specific classification for a tax, such as which rate is applied or whether the vendor is exempt.)

The vendor's tax group appears in the field when you enter the vendor number. You can assign a different tax group, or you can change the tax information for the document on the Document Totals screen. You can also change the detail tax class or tax included status for any of the detail lines you enter with the document.

To change the tax rates for a tax authority, however, you must use the Tax Services screens in Common Services.

In multicurrency ledgers, if you change the tax group to one that uses a different currency than the vendor, you can choose whether to let the program calculate the tax reporting amount, and you can change the tax type, rate date, and exchange rate for the tax reporting currency.

The amount that you have withheld for an invoice to be remitted to tax authorities on behalf of the vendor.

Double-click this field to open the Detail Tax Withheld screen, where you can view the tax withheld for each tax authority for the invoice.

This field shows a value for an invoice only if the Apply field is set to Yes for the invoice.

The program displays the total tax calculated or entered for all the details and tax authorities used on the document.

This field shows how much of the selected prepayment or credit note has not yet been applied to the vendor's account in the detail entry table. Use it to check that you have applied as much of the prepayment or credit note as you intended.

Note: If you have a multicurrency ledger, the unapplied amount is in the vendor's currency—as are the invoices to which you are applying the prepayment or credit note. The exchange rate in effect is the rate that you entered with the prepayment or credit note. You cannot change it at this time.

Overview

Note: Depending on how your system is set up, this desktop screen may also be available as a web screen. For more information, see the Web Screens Getting Started Guide or the help for Sage 300 web screens.

Use the A/P Payment Entry screen to:

  • Start new payment entries and enter the general information for a check—such as the type of payment entry, the vendor number, the name on the check, the check date, and whether you are recording information for a check that is already issued or printing it from Accounts Payable.

    Note: The fields that appear on the Document tab of the Payment Entry screen depend on the type of transaction you are entering.

  • Record payments to vendors who are not defined in your Accounts Payable system, such as payments of C.O.D. charges.
  • Apply payments to projects you maintain in Sage 300 Project and Job Costing, and allocate partial payments to different contracts and projects listed on the invoice.
  • Enter and optionally print checks for vendors to pay outstanding invoices or cash invoices, or to prepay vendors.
  • Enter and optionally print miscellaneous checks.
  • Apply previously posted prepayments or credit notes to posted invoices and debit notes.
  • Import payment batches from non-Sage 300 programs.
  • Edit system-generated payment batches (generated by the Create Payment Batch screen).
  • Enter adjustments to invoices you are paying in the Payment Entry screen, instead of using the Adjustment Entry screen.
  • Print a batch listing report for a selected batch.