Vendor Payment (E)

Vendor Payment

Purpose:

This form will allow you to pay Receivings and Vouchers from one particular vendor. If you want to pay multiple vendors at the same time you should go to the “Pay Many Vendors” form. You can opt to apply a payment to a transaction or leave it as a deposit. The Payment total can be applied manually to specific transactions or automatically, starting with the oldest One. You can also add Discounts and Write Offs to the transactions of the current customer. In addition to this, users can also AP Credit Memos and or Unapplied payments to existing Receivings and Vouchers. Moreover, the use can also void a posted check on this form. This action will roll back all the transactions it affected.

Usage:

Enter A new Cash Receipt:

1- Open the Cash Payments form by clicking on Purchasing/Vendor Payment. The Cash Payments form will open with no information.

2- Enter the Vendor ID in the “Vendor Id” box and Press enter. This action will bring the Vendor name of this vendor as well as Receivings and Vouchers with open balances. Those transactions will show ordered by date descending in the Grid below. In addition to this the user can also search for the right Vendor by clicking the search button to the right of the “Vendor ID” Text box.

3- Enter the Check number in the “Reference Number” Field.

4- Press Tab or click in the next field. This will trigger a confirmation message saying if you want to create a new Cash Payment Transaction. If you have already entered this Check number, the system will ask you to change it before continuing.

5- Select the Bank Account by clicking the search button to the right of the Bank Account Text Box. The Company default bank account comes here by default

6- Enter the Amount of this cash payment. Right after you enter that amount and tab away from that field the Unapplied Amount field will reflect it entirely. The Vendor Invoices Balances total should reflect the total of all the transactions already in the grid

7- Press the “Auto Apply Button” to distribute the Cash Payment amount among the transactions in the grid starting with the oldest one. Any open amounts will remain as unapplied.

8- The user can also enter the amounts to apply to each transaction manually. He/she can put those numbers in the applied amount column. The sum of all of those amounts cannot be higher than the original amount.

9- The user can also enter Write-Offs and discounts in the appropriate columns. Those amounts will decrease the Vendor Invoices Balance Total and increase Total Discounts/Write offs field.

10- Enter any notes associated with this Cash Payments in the appropriate field.

11- Press the “Save” Button to save your changes before posting. If there are changes still to be made, this is the time. When the transaction is posted the only possible transaction is to void the payment.

12- Press the “Post” button to post this cash receipt. The system will give you a confirmation about the status of the posting transaction.

Void Cash Payment:

1- Open the Cash Payments form by clicking on Purchasing/Cash Payment The Cash Payments form will open with no information.

3- Press the Search Button to the right of the “Ref Num” Text box. This will open a lookup of all Cash Payments for this customer.

4- Select the transaction from the lookup form you want to void.

5- Press the “Void” button in the Cash Payments form. This action opens a confirmation dialog. If the user clicks on yes, the transaction is marked voided.

Apply a Return, Credit Memo or Open Cash Receipt:

1- Open the Cash Payments form by clicking on Purchasing/Cash Payment The Cash Payments form will open with no information.

3- Press the Search Button to the right of the “Ref Num” Text box. This will open a lookup of all Cash Payments for this customer.

4- Select any AP Credit Memo or Cash Payments with undistributed amounts.

5- After one of those transactions is selected, you cannot change the amount and payment method of this Cash Payments transaction

6- Press the “Auto Apply Button” to distribute the undistributed amount among the transactions in the grid starting with the oldest one. Any open amounts will remain as unapplied.

7- The user can also enter the amounts to apply to each transaction manually. He/she can put those numbers in the applied amount column. The sum of all of those amounts cannot be higher than the original amount.

8- The user can also enter Write-Offs and discounts in the appropriate columns. Those amounts will decrease the Invoices Balance Total and increase Total Discounts/Write offs field.

9- Enter any notes associated with this Cash Payments in the appropriate field.

10- Press the “Save” Button to save your changes before posting. If there are changes still to be made, this is the time. When the transaction is posted the only possible action is to void it.

11- Press the “Post” button to post this cash receipt. The system will give you a confirmation about the status of the posting transaction.