Payments and Print Checks

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Here checks can be printed for Vendor Payables that have not yet been paid or that have been partially paid.  The Payments and Print Checks window lists such Payables on the Open Payables Grid.  By default, all Payables will be displayed.  Only Payables associated with a particular Accounts Payable Payment Type can be displayed, however, by selecting the desired A/P Payment Type on the Pay With menu.

checing - pay_print tab

To select a Payable for payment, tag the entry by clicking the Tag column for the Payable.  To print the Check, click on the Print button in the lower right corner of the window.  Doing so will open the Check Run Window where Checks can be printed.  If the Hand Check / Wire Transfer button was used when recording the Payable, it will not appear on this tab.  If the Check for the Payable will be written by hand, tag the Payable, click the Hand Check / Wire button below the Open Payables Grid, and enter the appropriate information on the Hand Check / Wire Transfer Window.

 

Selected Total: The Selected Total is the current total amount of all Payables tagged for payment.

 

Tag Button: Clicking this button will open the Tag Invoices To Pay Window.  Here payables can be selected for payment by their Payment Due Date.  All payables with a Payment Due Date on or before the date that entered on the Tag Invoices to Pay Window will be tagged for payment.

 

Open Payables Grid and the Pay With menu: The Open Payables Grid displays information for all Payables that have not yet been paid or that have been partially paid.  Entries appear in Vendor Code order but can be sorted by any column by clicking the desired column heading.  By default, all open Payables will be listed.  Only Payables associated with a particular Accounts Payable Payment Type can be displayed by selecting the desired Payment Type on the Pay With menu.  For more information, see Accounts Payable Payment Types and the Company Information Window - A/P Payment Tab.  Tag a Payable to select it for payment.  Once the desired Payables have been selected, click on the Print button in the lower right corner of the window to print the Check(s) from the Check Run Window.  Once a Payable has been paid in full, it will be removed from the Open Payables Grid.  The columns on the grid are described below:

 

Tag:  Check this column to select a Payable for payment.  Once entries have been tagged, then Checks can be printed for them.  Payables can also be automatically tagged by clicking on the Tag button as discussed above.

 

Pay With:  The name of the Accounts Payable Payment Type associated with the payable.

 

Vendor Code: The Code of the Vendor for which the Payable was entered.

 

Payee Name: The Payee Name for the Vendor from the Vendor / Payee Window – Payee section.

 

Invoice Date: The date of the bill or invoice from the Vendor.

 

Invoice Number: The bill or invoice number will be listed in the Invoice Number column for  Vendor Invoices on Project and Inventory Purchase Orders as well as Operating Expenses.  For Payroll Entries, the Period will be displayed while the Purchase Order Number will be listed for Deposits on Project and Inventory Purchase Orders.

 

Payment Due Date: The date that the by which the entry must be paid in full to the Vendor.  The Payment Due Date is used by the Tag Invoices To Pay Window by selecting all Payables with a Payment Due Date less than or equal to the date entered by the user.

 

Amount to Pay: The Amount to Pay is the amount of the Payable to currently be paid  to the Vendor.  The Amount to Pay defaults to Original Amount of the Payable less the Already Paid amount, but can be changed by clicking the Edit Amount button as discussed below.

 

Original Amount: The amount of the Payable when it was first recorded into Design Manager prior to any subsequent payments.

 

Already Paid: The Already Paid column displays the total of past payments recorded for the Payable.  

 

Discount:  Any Vendor Discounts being applied to the Payable, if applicable.

 

Purchase Order Number (PO Number): The Purchase Order Number for Vendor Deposits and Invoices for Project and Inventory Purchase Orders will be listed in this column.

 

Transaction Number (TX#): This column shows the unique Transaction Number of the Payable.

 

The following buttons appear below the Open Payables Grid:

 

Go To: If a particular Payable on the Open Payables Grid needs to be edited or voided, select the entry and click the Go To button.  Doing so will display the Vendor Deposits, Invoices, and Operating Expenses Window - Existing Tab with the selected Payable highlighted on the Existing Vendor Payables Grid.  The Payable can then be edited or voided as necessary.

 

Offset:  If two or more Payables for the same Vendor whose sum totals to zero (i.e., positive and negative/credit Payables have been entered for the Vendor), the entries can be dropped from Open Payables Grid and Accounts Payable by tagging the entries and clicking the Offset button.  Offsetting Payables is a useful feature when handling credits that have been received from the Vendor.

 

Edit Amount:  Highlighting an entry on the Open Payables Grid and clicking this button will open the Edit Amount To Pay Window.  Here the user can choose to pay a portion of a Payable and change the Discount Amount.  Upon doing so, the Amount to Pay and Discount columns will update as necessary.

 

Credit Card:  Clicking the Credit Card button allows the user to select a Credit Card Liability Account on the Select Payment Account Window with which to pay the tagged Payables on the Open Payables Grid.

 

Pay On-line:  Clicking the Pay On-line button allows the user to select a Bank/Checking Asset Account on the Select Payment Account Window with which to pay the tagged Payables on the Open Payables Grid.

 

Hand Check/Wire Transfer (Hand Check/Wire):  Tagging a Payable and clicking this button opens the Hand Check / Wire Transfer Window.  If a hand written check, wire transfer payment, or debit card payment were used in paying the Vendor, the Hand Check / Wire Transfer Window is used assign Check Numbers and other Checking Account information.  The Hand Check / Wire Transfer Window is discussed in more detail below.

 

Checks: The Checks button opens the Check Run Window where all of the entries tagged for payment will be assigned Check Numbers and can then be physically printed.   The Check Run Window is discussed in more detail below.