Accounts Payable > Payments to AP Invoices > Non-Check Payment > Record Non-Check Payment Transaction

The Payment Details Page allows you to enter details of the non-check payment and select the AP invoices or charge transactions for which you are recording the payments.

To enter details of the non-check, perform the steps below:

1.Accept or amend the bank code in the Bank # field, against which the handwritten check to the vendor should be drawn. The default bank code comes from the vendor record. Alternatively, you may click the List box button to display the available banks; then, double-click the bank code to select.

Note: You should enter the same bank number that you entered in the Bank # field of the AP Invoice Transactions window when the invoice was created; otherwise, the invoice will not be displayed in the invoices grid in this page.

2.Accept or amend the value in the Memo field. Default value comes from the Check Memo field in the Vendor Maintenance Settings page.

3.Accept or amend the date in the Paid Date field. This is the date when the payment is received. The default date is the system date.

4.If you are recording payment for a foreign currency vendor, the currency exchange rate is displayed next to the Currency field. Accept or amend the currency exchange rate. The default value comes from the Currency Exchange Rate Maintenance function. The Transaction Amount field displays for your reference the paid amount equivalent to the currency of the bank from which the payment for these invoices will be drawn.

Note: If the currency exchange rate does not match the ratio of the check amount to the sum of the applied amounts (applied payment, applied discount, and applied adjustment), a message is displayed requesting your confirmation whether to let the system automatically calculate and update the currency exchange rate. Click Yes to confirm; otherwise, click No. If you click No, another message is displayed reminding you to record adjusting journal entries using the bank's GL Account ID to record the discrepancy between the specified bank check amount and the amount calculated based on the currency exchange rate.

5.The Paid Amount field displays for your reference the total amount entered in the Paid Amount columns in the Invoices and Prepayments grid.

6.Review the balance in the Total Open Debit Amount field. The Apply Debit button adjacent to this field is enabled only if the selected vendor's total open debits is greater than zero. Clicking this button will automatically display the Open Debit Details Page.

7.The Unapplied Open Debit field displays for your reference the vendor's remaining open debit amount after application of open debits to pay for some of the invoices using this function.

8.Select from the Invoices grid, the invoice(s) which you want to post payments and enter the corresponding amounts in the following columns:

•Apply Amount

•Apply Discount

•Apply Adjustment

Notes:

•If you are posting payments to foreign vendors, the sum of the values in the grid will be shown in both the vendor’s currency and home currency.

•The sum of the amounts in the Apply Discount column in the grid and Committed Disc field in the invoice details grid cannot exceed the amount in the Suggested Discount field.

•The remaining invoice balance after posting payments is displayed under the Unapply Balance column.

9.You may click the Show/Hide button to display/hide the details of the invoices in the grid. Review the following fields below the grid, as necessary:

oFinance Charge

This field shows the total amount of finance charges previously posted for this AP invoice. Posting finance charge in the Post Finance Charge function increases the original balance of your invoice. Note that this amount is unaffected by any amounts applied or paid.

oPaid Amount

This includes all the check and non-check payments you made to the invoice.

oCommitted Adjustment

This field displays the amount of adjustments previously applied that have already been included when printing computer checks or posting handwritten checks.

oCommitted Discount

This field displays the amount of discounts previously applied that have already been included on the check payments previously made to the invoice.

Note: If you are posting payments to foreign vendors, the values in the fields discussed above will be shown in the vendor’s currency code and the applicable currency code will be displayed next to each field.

10.In the Prepayments grid, select the prepayment(s) you want to post payment. Enter in the Paid Amount field the amount that is paid. You may click the Apply All button to automatically populate the Paid Amount for all prepayments in the grid. Click the Unapply All to reverse the action.

Note: The Paid Amount cannot exceed the prepayment's authorized balance.

Payment Details Page

Payment Details Page

See Also