A/P Payment Entry Screen

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 is available if you select Prepayment as the transaction type.

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 field is available 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.

This field is available if you select Prepayment as the transaction type.

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.

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.

Enter the invoice number, PO number, or sales order number for the invoice you are prepaying (depending on your choice for Document Type). This number is used to identify the invoice to which you are applying the prepayment.

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.

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 Create New Batch button to create a new batch. In the field to the right, enter a description for the batch.

Tip: Click the Details link to view more information from the record.

This display-only field lists the total number of entries and the total amount of the selected batch.

This field appears only in multicurrency ledgers.

Specify the currency code to use for the batch. 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).

Accounts Payable assigns a document number for payment, miscellaneous payment, and prepayment transactions.

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.

If you select the Filter Documents option, use this field to specify the type of documents you want to choose from when applying payments.

After specifying information in this field, click the Refresh button to refresh the information shown in the table.

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

To create a new entry, click the Create New Entry button.

To work with an existing entry, specify its number in 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.

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.

Select this option to enable the ability to list documents in the table at the bottom of the screen by type, order, and starting date. If you select the Filter Documents option, the table shows more information about the vendor's documents, including information from any unposted payments that you have already applied.

It is faster to enter a document number directly if you have a lot of vendor documents, or if you know the number of the document to which you are applying the invoice, prepayment, or credit note.

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.

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.

If you select the Filter Documents option when applying payments, use this field to specify the order by which to list the vendor's documents.

The default order for this field is set in the Default Order of Open Documents field on the A/P Options screen.

After specifying information in this field, click the Refresh button to refresh the information shown in the table.

When you order by Due Date, 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.

When you order by Order Number, 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.

When you order by PO Number, 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.

This field appears if you specify a Payment Code that has a payment type of Other.

Use this field to specify the alternate account code. A description of the specified account is displayed in the Other Account Description field.

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.

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.

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 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.

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.

This field changes based on what you select in the Order By field. For example:

• If you select Document Number in the Order By field, the "starting" field is named Starting Document Number and you can enter any text consistent with document numbers.
• If you select Due Date in the Order By field, the "starting" field is named Starting Due Date and you must enter information in date format. Also, a calender is available that you can use to select a date.

Enter 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.

After specifying information in this field, click the Refresh button to refresh the information shown in the table.

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 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 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.

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.

Use this field to specify the account to which to post the payment.