AP New Payment

Make New A/P Payment

Overview

When a payment is made to a Remit To Party, this program will let you apply the payment to the appropriate A/P invoices.

Screen

The Make New A/P Payment screen displays when you select the New Payment option from the Accounts Payable drop-down menu.

Procedure

The following table describes the fields on the 1. Select Payment Options screen and their data entry requirements.

Field Name	Data Entry	Description
Act. Center	Select the accounting center(s) to be searched.	You can search the Accounting Center you are logged into or any Accounting Center below your Accounting Center in the Accounting Center hierarchy.
Incude branches	Check this box to include branches.	If you check the Include branches box you will be able to search through the Accounting Center you are logged into plus ALL the Accounting Centers below your Accounting Center in the Accounting Center hierarchy.
Remit To	Enter a Remit To code or leave the field blank and select the Remit To Party from the drop-down list below the Remit To field.	This is the Remit To Party from whom the payment has been received. If the Remit To Party is uncoded, you may select the name from the drop-down list in the field below the Remit To code field.
Show all Open Invoices	Check this box in order to display all open invoices for this Remit To Party in the Accounting Center selected.	If this box is not checked, you will need to manually select invoices for payment. [See How To Manually Select Invoices section for details.] Note: This box will be checked automatically if the Show All Open check box on the Page 3 of the Accounting Center Properties is checked.
Post Date	Enter the posting date for this transaction.	This is the date the payment will be applied.
Control No.	Enter the control number or click on the Auto button to accept the default next available control number.	This is a mandatory, unique number used by the system to track each invoice. You may manually enter the control number or it can be generated automatically by the system if you have set up a next available number in the Accounting Center Properties.
Bank G/L	Accept the default bank account from which the payment will be drawn or select a bank G/L number from the drop-down list.	This is the bank account from which the payment will be drawn. This G/L number may be changed to any bank account G/L number displayed on the drop-down list. The bank G/L account number will default from the bank account on page 4 of the Accounting Center Properties. Note: In order for a G/L account number to be valid to display on the drop-down list, the word “bank” must be in the account’s What field in the G/L section of the Accounting Center Properties.
Check No.	Enter the check number on which this payment will be made or click on the arrow to insert the number in the Next field.	This is the check number. The check number must be a unique number. You may manually enter the check number, but if it is not a unique check number a warning message will display. If the Bank G/L Account has a next check number in its properties on Page 5 of the Accounting Center Properties, then the next number available will display automatically in the Next field. Click the arrow box to insert the Next number into the Check No field. Vouchers vs. Checks: If the Check No field is left blank, the system will create a Voucher instead of a check. A voucher is, in all ways, identical to a check, except that it does not have a Check Number. When the voucher is printed, you will be prompted to identify a Check number to apply it to.
Next	Click on the arrow beside the Next field to insert the number into the Check No field above.	The Next field defaults the next available check number (from the Accounting Center Properties). To use this number, click on the arrow box to the right.
Total Payment. $	Enter the total amount available to be applied to the check, or you may leave the field blank.	If an amount is entered in this field, the system will monitor the amount applied to each invoice and will notify you if there is a discrepancy between the Total Payment amount and the total invoice amount applied.
Manual Check	Check the Manual Check box if the check is not to be printed from the Accounting Manager Module.	This field indicates that a manual check was written and the check will not be printed by the system.
Sort Invoices	Select this tab to set the sorting parameters for the invoices.	The 2. Sort Invoices screen will display. See the Sort Invoices section below for more information.
Descriptions	Select this tab to place a memo on the payment and remarks on the check stub.	The 3. Descriptions screen will display. See the Descriptions section below for more information.
Clear	Press this Clear button if you would like to re-select the sort options on this screen.
OK	Select the OK button if you would like to begin the sort process based on the selections displaying in the Sort By and Order boxes.	The A/P Payment screen will display.
Cancel	Select the Cancel button if you would like to cancel and close the Make New A/P Payment window.	The window will close.

Make New A/P Payment – Sort Invoices:

Procedure

The following table describes the fields on the 2. Sort Invoices screen and their data entry requirements.

Field Name	Data Entry	Description
Sort By	Select the attribute you would like to sort the invoices by.	All the sort parameter possibilities will display on the drop-down list.
Order	Select Asc for ascending order or Dsc for descending order.	You have the option of selecting to see the open A/P invoices in ascending or descending order.
Clear	Press this Clear button if you would like to re-select the sort options on this screen.
OK	Select the OK button if you would like to begin the sort process based on the selections displaying in the Sort By and Order boxes.
Cancel	Select the Cancel button if you would like to cancel and close the Sort Invoices screen.	The program will return you to the Select Payment Options screen.

Make New A/P Payment – Descriptions:

Procedure

The following table describes the fields on the 3. Descriptions screen and their data entry requirements.

Field Name	Data Entry	Description
Memo	Enter the memo for the payment.	The memo will be stored with the payment.
Stub Remarks	Enter the stub remarks that will print on the check stub.	Whatever remarks you enter in this box will print on the check stub.
Clear	Press this Clear button if you would like to re-select the sort options on this screen.
OK	Select the OK button if you would like to begin the sort process based on the selections displaying in the Sort By and Order boxes.
Cancel	Select the Cancel button if you would like to cancel and close the Descriptions.	The program will return you to the Select Payment Options screen.

A/P Payment:

Overview

The List of A/P Invoices displays in the lower left of the A/P Payment screen. It shows the invoices that match the criteria you selected for your search. If the Show All Open box was checked on the Filter screen, the system will display all open invoices. If the box was not checked, you will have to add the invoices to be paid manually.

Screen

The A/P Payment screen displays when you select the OK button on the Filter Selection or Sort window of Make New A/P Payment.

Procedure

The following table describes the fields on the screen and their data entry requirements.

Field Name	Data Entry	Description
Remit To	No data entry allowed.	This field displays the Remit To Party code and name that was selected on the Make New A/P Payment screen. It is read-only and may not be changed.
Bank	No data entry allowed.	This field shows the bank account that was selected on the Make New A/P Payment screen. It is read-only and may not be changed.
Total Payment	No data entry allowed.	This is the amount that was entered on the Total Payment field of the Make New A/P Payment screen. It is read-only and may not be changed.
Accumulated	No data entry allowed.	This is the amount currently applied to invoices on this screen. It is read-only and may only be changed by changing the amounts applied to invoices on this screen.
Left	No data entry allowed.	This amount is calculated by subtracting the Accumulated amount from the Total Payment amount. It shows the amount still available to apply to invoices.
Post Date	No data entry allowed.	This is the date the payment will be applied. It is the date selected on the Make New A/P Payment screen. The field is read-only and may not be changed.
Add button	If you did not select Show all Open Invoices on the Selection screen and are adding invoices manually, select the Add button.	If you select the Add button, an Add A/P Invoices window will display with a list of invoices for the Remit To Party. Highlight an invoice and press Select to add the invoice to the List of A/P Invoices on the A/P Payment screen.
Remove button	Select the Remove button to remove an invoice from the list of Open Invoices.	If you select the Remove button, a warning box will display asking if you would like to remove the selected invoice. If you answer Yes, the invoice will be removed from the list.
Invoiced	No data entry allowed.	This is the total invoice amount for the selected invoice.
Paid / Unpaid Flag	No data entry allowed.	This flag will change from unpaid (red flag) to paid (green flag) when you select either the Pay button or the Post Check button at the bottom of the window. If you only pay part of the invoiced amount, the flag will change from unpaid to part paid (yellow flag).
Balance	No data entry allowed.	This is the amount of the invoice that has not been paid.
Control No.	No data entry allowed.	This is the control number that defaults from the Control No field on the Make New A/P Payment screen.
Check Amount	Enter the amount from the check to apply to the invoice selected.	You may enter the exact amount, an amount over the invoice amount (credit) or an amount under the invoice amount (partial payment). If you enter an amount less than the invoice amount the paid / unpaid flag will change to part. paid (partial payment). Note: The F button allows you to convert from a foreign currency.
Check Number	No data entry allowed.	The check number will default from the Make New A/P Payment screen. If the Check No. field was left blank, a check number may not be entered on this A/P Payment screen and a voucher will be printed instead of a check.
Credit Amount	Enter the credit amount to subtract from the Remit To Party’s available credit.	Entering an amount in this field will draw the amount from the Remit To Party’s available credit. The amount of avaliable credit is displayed in the Available Credit field. If the Remit To Party does not have enough credit available, the system will alert you and a negative amount will display in the Credit Amount field.
Avail. Credit	No data entry allowed.	This field displays the amount of Available Credit for this Remit To Party.
Remainder	No data entry allowed.	The system will calculate the remainder amount by subtracting the Check Amount and Credit Amount from the Invoice Balance.
Remainder General Ledger	If there is a remainder amount, you may apply the amount to a different G/L number by selecting the G/L account number from the drop-down list.	If an invoice is not fully paid, it will continue to show as an open item. If, for any reason, an invoice will never be fully paid, you may close it by writing off the Remainder amount to a Remainder G/L account. You may select from either of the two G/L accounts on the drop-down list. Note: The two available accounts are set up on page 4 of the Account Center Properties.
Pay button	Select the Pay button to automate the payment process.	To post a check you can either select the Pay button or enter the check amounts manually. The Pay button automatically takes the full balance amount and enters it as the Check Amount. The unpaid flag changes to paid. Note: If you change your mind, you may select the Unpay button to remove the payment transaction and begin again. The paid flag changes back to unpaid.
Unpay button	Select the Unpay button to remove the check transaction.	If you change your mind, you may select the Unpay button to remove a check transaction and begin again. The paid flag changes back to unpaid.
Details Service / Description / Balance$ / Payment$	No data entry allowed in the Service, Description and Balance fields. You may override Payment amount for an individual Service code or for the Total Payment amount displayed, if you are set up to do so.	These fields display the Service Code lines of the highlighted invoice. Note: You may allocate specific amounts to specifc service codes, if the By Service Codes box is checked on page 2 of the Accounting Center Properties.
Post Check / Create Voucher button	When you are ready to post the check or create the voucher, click this button.	The button will either be labeled Post Check or Create Voucher, depending on whether there is a check number in the Check No. field. A voucher is identical to a check except it does not have a check number. When a voucher is printed, you will be prompted for the check number to apply to the payment. The Post Check button should be selected when you are ready to apply the payment. The unpaid flag will change to paid when this button is selected.
Cancel button	Click Cancel to close the window and return to the Make New A/P Payment screen.	This button closes the window without making or saving any changes.

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