Payments

These function allows you to make payments in the Accounts Payable system.

The following information describes how to prepare payments for Accounts Payable invoices.

• NOTE: The usual payment option is By Customer Selection. Payments on Account is rarely used.

Payment by Supplier Selection

This function allows you to select Suppliers and enter payments for their invoices.

All Invoices Due Before...

This function allows you to select all invoices due before a certain date. Select the date range you want to view, or, you can select all suppliers on the list. To accept, press Enter to continue.

Print Payments

This prints the selected job and displays job submission options and printer options. You are able to run the print job immediately by pressing F10 from this screen. Alternatively, Pressing Enter will submit the print job to be run as soon as possible but will allow you to continue with your work in the meantime.

List Payments

This lists all the invoices selected for payment. The list is in the supplier name sequence.

Payment on Account

In some cases, an invoice must be prepaid. The invoice must be prepared and printed before we know the exact amount or its distribution. The Payment on Account function combines the invoice and payment recording to do this.

First, an invoice equivalent is created. Its original amount is zero while the amount due is equal to the payment. The amount is not distributed here because this event only affects the bank and payables. At the same time, a payment entry is added to the Payment Edit List for the amount to be paid. When the Cheques are printed, the entry will force the invoice into a credit position and the cheque is printed. The distribution to bank and payables thenoccurs.

When the true invoice arrives, it is used to adjust the invoice value. The adjustments are used to do the complete distribution of the invoice.

If the true invoice equals the amount paid the amount due will go to zero, thus closing the invoice. If it is more, the remainder can be paid through regular methods, If it is less, the invoice remains in credit position. It can be used against other outstanding invoices, or it can be cleared when the cheque is received from the supplier by an adjustment distributed to the bank.

The following fields appear on the Payment on Account screen:

• Supplier Group - If a record is found, the supplier name is displayed. Use the list function to access a list of available suppliers. If a incorrect supplier is entered, an error message appears that says ACCOUNT DOES NOT EXIST. If the supplier number is not known, use the Alpha Search to find it. Enter a Y to select the supplier from this list.
• Cheque Type - This indicates the cheque type. The selections are: M for manual, and A for automatic.
• Receipt # - This number on the receipt.
• Cheque Number - The number of the cheque.
• Receipt Date - The date the cheque was received.
• Amount - The amount of the cheque.

Alpha Search - To find Supplier ID's

When a supplier number is not known, this function provides an on-line mechanism for obtaining it without having to leave the current function.

The alpha search works as follows:

1. Press F4 to obtain a list of the suppliers from the Supplier File displayed in alphabetical order.
2. Use the ROLL (Page Up or Page Down) keys for the next page of suppliers.
3. Enter a Y in the selection column for the desired supplier. The supplier number will be displayed in the appropriate field on the screen.
4. Alternatively, enter the Supplier Number when prompted. The supplier name should be displayed at the top of the screen.