Using A/P Quick Payment Application to Enter and Apply Full and Partial Payments

You can use the A/P Quick Payment Application form to enter full and partial payments, and automatically distribute them to open vouchers. You can also apply payments that were entered on the A/P Payments form.

NOTE: Transactions in the grid are not available for selection until you enter and save a payment in the upper part of the form. After selecting the transactions, you must then select Apply to process them. Selecting a different payment without first selecting Apply will cancel any changes you made in the grid. Selecting Apply generates the appropriate payment distributions, and refreshes the grid display with the current data.

1. Open the A/P Quick Payment Application form.
2. Select Actions > New.
3. Enter the payment data:
   • Vendor - Enter the vendor who is to receive the payment.
   • Type - This field displays the vendor's default payment type from the Vendors form, but you can select a different one from among the following:
     • Standard Check
     • Manual Check
     • Wire Payment
     • Standard Draft
     • Incoming Draft
   • Number - The check, wire, or draft number displays, depending on the payment type:
     • For a manual check, enter the check number.
     • For an incoming draft, enter the draft number.
     • For a wired payment, enter the wire number.

     Note that for standard checks and drafts, the system automatically updates this field when the check or draft is printed.

   • Seq - Enter the sequence number for this payment.

     The system uses this number only to keep the payments in numerical order.

   • Date - Enter the check, draft or wire date, or accept the default, which is today's date.
   • Bank Code - This field displays the vendor's default bank code, but you can change it to the bank code of the bank account from which the vendor is to be paid.
   • Vendor/Domestic Payment - Enter the check, wire, or draft amount for the current payment.

     The vendor's balance is reduced by this amount. The payment amount needs to be distributed against vouchers, commissions, and open or non-A/P payments. If the vendor is a foreign currency vendor, the payment amount displays in the vendor's currency.

     For standard checks and drafts, you cannot update this field. Instead, the system displays the sum of all the payment distributions for the vendor. To change this amount, you must change the distributions using the A/P Payment Distributions form.

   • Exchange Rate - If you are using multiple currencies, this form displays the exchange rate between the domestic currency and the vendor's currency, but you can change it. For open payments, you must book a gain/loss transaction if the exchange rate on the payment is different than the exchange rate on the voucher or adjustment. The payment goes to A/P Posted Transactions with the same exchange rate as the open payment. The system does not revalue the voucher.
   • A/P Notes - Enter a description of the payment (up to 40 characters).
   • G/L Reference - Enter a description of the payment for reference. This description is posted to the General Ledger as part of the transaction posting. The default reference is APP, followed by the vendor number.

     The reference code must begin with AP; otherwise, the void utility cannot function.

4. To save the payment, select Actions > Save.

   The system creates the payment record and then displays all open vouchers and payments for the vendor in the grid at the bottom of the form.

5. In the grid at the bottom of the form, do one of the following:
   • Select the check box in the Select column for each voucher and payment (transaction line) that you want to apply the payment to.
   • To apply the action to all the displayed items, select Select All.
6. To change an item's payment amount, click the grid scroll bar to display the Amt To Pay column, and then enter the amount to be applied.
7. (Optional) For vouchers, you can enter a discount amount in the Discount column.
8. To distribute the payment, select Apply.

   The Applied and Remaining fields in the upper part of the form show the updated amounts. You can then apply the payment when these amounts are equal.

NOTE: If the payment is not standard check or a standard draft, and the applied amount is less than the remaining amount, the difference creates a new open payment distribution. If the applied amount is more that the remaining amount, an error message displays, and you will not be able to continue until you correct this error.

Related Topics

Accounts Payable Steps

Using A/P Quick Payment Application to Reapply Open Payments

Using the A/P Quick Payment Application to Enter and Distribute an Open Payment