Accounts Payable: Handwritten Check, Debit Card, and Credit Card Purchases

Entering Handchecks , Debit Card Purchases and Credit Card Purchases is easy with this accounting software.

There are two methods:
1. Enter the Invoice as Paid by Handwritten Check, Debit Card or Credit Card
2. Mark a previously posted Invoice as paid by Handwritten Check, Debit Card, or Credit Card

Enter the Invoice as Paid

In the Invoice Entry window, select the Paid by Handcheck / Debit Card or Paid by Credit Card radio button.

Enter the Invoice date, Paid Date, Check Number or Pay Type, and Checking or Credit Card Account. Proof and Post the Invoice the same as any other Invoice.

Invoice Date

Enter six digits for the date of the invoice or press the lookup button and a Calendar will come into view. Choose the correct date and press the OK button. The system will return to the previous screen.

Paid Date

Enter the date the invoice was paid.

Check No. (or Pay Type)

If Paid by Handcheck / Debit Card is selected, enter the check number or other method of payment (e.g. the word "Card" if paid using a Debit Card).
If Paid by Credit Card is selected, the prompt will be changed from "Check No." to "Pay Type". The default Pay Type will be the word "Card.

Checking Acct (or Card Acct)

Enter the general ledger account number that represents the checking account used.
If Paid by Credit Card is selected, the prompt will be changed from "Checking Acct." to "Card Acct ". Enter the general ledger account number that represents the credit card used.
 To look up an account, press the lookup button and the General Ledger Accounts screen will come into view. The list of accounts will be filtered to show only the Checking accounts or Credit Card accounts. Highlight the desired account and press the Select button.

Mark a previously posted Invoice as paid by Handcheck or Credit Card

If an invoice has been posted as an “Open” invoice, it will appear in the Select Invoices for Payment window, waiting to be paid. At this point, the invoice can be selected for payment so a check can be printed, or it can be marked as having been paid by handwritten check, debit card, or credit card.

There are two ways to mark the invoice as “paid” in Select Invoices for Payment. The Record Hand Payment button or Partial Payments/Other Options button in Select Invoices for Payment .

A. Press the Record Hand Payment button and the following screen comes into view. Enter the Check Number or Pay Type, Payment Date, and Checking or Credit Card Account.

B. Press the Partial Payments /Other Options button and the following screen will come into view.

Add or Change (buttons)

Press the Add or Change Pending Payments button and the following screen comes into view.

Select Paid by Handwritten Check or Paid by Credit Card. Enter the appropriate payment information as described above.

The Process is not complete until the payment is processed in Print Checks / Post Handchecks.

Handcheck Reminder

When an Invoice has been marked as Paid by Handcheck, the following reminder screen in Payment Selection will come into view

If the Invoice is marked as Paid by Handcheck, it is necessary to go into Print Checks / Post Handchecks to process the payment. The G/L Summary of Payables Check Posting and A/P Check Register reports will print.