Accounts Payable > Payments to AP Invoices > Record Check Payment

The Payment Details Page allows you to enter details of the handwritten check as well as select the AP invoices or charge transactions for which you are recording check payments.

To enter details of the handwritten 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 check number in the Check # field. The default check number comes from the Bank Maintenance function.

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

4.Accept or amend the date in the Check Date field. This is the date when the check is issued. The default date is the system date.

5.If you are posting a check for a foreign currency vendor perform the following:

5.1. Enter in the Check Amount field the amount of the check equivalent to the currency of the bank from which the check to cover the payment for these invoices will be drawn.

5.2. Accept or amend the currency exchange rate displayed next to the Currency field. The default value comes from the Currency Code Maintenance function.

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.

6.If the check will not be sent to your vendors yet or you want to put it on an on-hold status, mark the Hold This Check checkbox. You can release the on-hold check using the Release On-hold Check function. AccountMate will still generate journal entries even if you put the checks on an on-hold status. If this checkbox is marked, this check payment will not show up in the Reconcile Bank Account during reconciliation.

7.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.

8.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.

9.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 Sugg Discount field.

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

•Be sure that the negative amounts applied, do not exceed the positive amounts because AccountMate does not allow posting of negative checks in the Record Check Payment function.

10.You may click the Show/Hide button to display/hide the invoice details in the grid. Review the following fields in the Details tab, 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.

11.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