AP-F  Pick Vouchers/Invoices to Pay

Purpose of Program

Use this program to add vouchers/invoices to the Accounts Payable check register so that checks may be printed.  You have the option in this program of making a partial payment on an invoice. AP-H  Print Checks will print a check for an invoice only when it has been chosen here or marked as ready to pay in AP-E  Print Vouchers/Invoices Due by Date.

Field Explanations

Vendor Code (Required)

The code of the vendor being paid.

The fields below are filled in automatically from the vendor file:

Vendor Name

The vendor's name.

Telephone

The vendor's telephone number.

Outstanding Credits

The amount, in dollars, of credits that you have with this vendor.

Outstanding Invoices

The amount, in dollars, of invoices due to this vendor.

Last Purchase

The date of the last purchase from this vendor.

Last Payment

The date of the last payment made to the vendor.

 

General Program Operation

When you run this program, you can choose invoices for only one vendor at a time.  Select or enter a vendor code and the vendor name and all other applicable information will be displayed in the remaining fields and you can continue.

The next step is to choose which invoices/vouchers will be paid.

Paying All Invoices

You may choose to pay outstanding invoices automatically by answering Y when asked if you want to apply payment against all outstanding invoices, oldest first.  The program automatically allows any discounts given for payment within a discount time frame.  You can also make partial payment, or even no payment, toward an invoice if you use this option.

If you do not want to exercise the option of applying payment against all invoices, enter N.  This means that you must add invoices and vouchers to the AP check register individually.

Applying Outstanding Credits

If you have outstanding credits with this vendor, you are asked if you want to use all unapplied credits:

If you answer N, your outstanding credits are available to apply manually during this session.  You cannot apply credits until after you choose an invoice or invoices to pay, and then you can only apply an amount up to the amount of the invoice chosen.

If you answer Y, then your Outstanding Credits amount is displayed as a credit invoice (with a negative balance) and is applied to open invoices until the total amount of the credit is consumed.   Additional invoices can then be selected for payment resulting in a net check or if no additional invoices are selected, a net $0 payment can be processed to simply apply credits to open invoices.

Choosing an Individual Invoice for Payment

The program will display all outstanding invoices for this vendor in a window format.  You must choose an open invoice for payment before you can pick a credit to apply.

The information displayed is in the invoice number, date, and amount.  The Applied field helps you to keep track of your payments during a session.

To choose an invoice, move the highlight bar over your choice with the arrow keys and press <Enter>.  An entry window containing the invoice you chose opens up in the lower part of your screen.

The invoice number, date, description, and amount are displayed in the entry window.  The Applied field amount defaults to the amount of the invoice.

The cursor is placed initially in the Discount field.  If there are discount terms on this invoice the discount amount is calculated and displayed.  You can change the discount amount, or press <Enter> to move the cursor to the Applied field.  Based on SD-Q Default setting, tax and freight can be excluded from the discount calculation for invoices entered in AP-C  Enter Purchase Order Invoices

Type in the amount you want to pay on the invoice in the Applied field.  It can be up to the total amount remaining on the invoice.  After entering the amount applied and pressing <Enter>, you are returned to the invoice menu to choose another invoice to pay.  The invoices to which you have already applied payment show the amount in the Applied column.

You can choose an invoice more than once if you want to change the amount applied, and you do not have to choose every invoice.

To mark this transaction as complete and save your choices, press <Esc>.  You are asked if all of the entries are correct.  Enter Y and your session is saved and you are returned to the first screen to enter another vendor code.

You should run AP-G  Print Pro Forma Check Register after you run this program, and before you run AP-H  Print Checks.  If you find that too many items have been marked for payment, you can rerun this program, using the pro forma check register to help you.

To change the items picked for payment for a particular vendor, enter the vendor code as though it were a new entry.  When you select the vendor, all choices made previously are cleared.  You can then re-enter all of the amounts to apply.

Any outstanding credit that you apply for payment is deducted from the check written.  If the credit is equal to the amount marked to pay, those items will be cleared as though they were paid, and a void check will be printed.  The outstanding invoice and credit amounts in the vendor file are updated, and the AP transaction file's record of amounts remaining to be paid is updated.

You may rerun this program again and again until you run AP-H  Print Checks, which then posts payments to the appropriate files.

Electronic Payments

If you have made an online payment or wire transfer or have paid an invoice by credit card and simply want to record the fact that the payment has been made, then once the invoices and credits have been selected, click the ePay button to post the payment to the check register and payment history file immediately.  This can also be used to process a net $0 check to use credits to pay invoices and clear the vendor account.  You will be prompted for the bank account and a reference number.

If you use this method for credit card payments of invoices, you should set up a "Checking Account" in AD-B  Checking Accounts Defaults that posts to a Credit Card Payable liability account and then when you get the actual credit card bill, post the voucher to the liability account.  Be sure to use a unique reference number rather than reusing the same number because if the number is not unique it will be impossible to void the payment should an error be made.

Once the payment is posted, you will be prompted to print a receipt.  This can be used as a file copy of the payment or as a document to email to the vendor confirming the online or credit card payment.