Accounts Payable: Select Invoices for Payment Accounts Payable: Select Invoices for Payment
The Select Invoice for Payment option on the Accounts Payable Payments menu is designed to perform several functions. Invoices and subcontractor vouchers are selected for payment using this program. Discounts may be taken or not taken. Retainage may be paid with the voucher amount or be paid separately at a later date.
Partial payments may be made on invoices. Invoices or subcontractor vouchers which have been paid by hand-written checks may be marked as paid. A partial payment by a hand-written check may also be entered. Discounts may be taken from invoices before selecting for payment. The current payment status for any subcontract may be obtained. Partial or final retainage payments may be made. Any additional backcharges may also be specified.
After selecting Select Invoice for Payment from the Accounts Payable Payments menu, the following screen will come into view. Sort the list of invoices by clicking on the header of any column.
Any invoice that does not have a balance of zero in the Selected column has been selected for payment. If the invoice is selected for payment, an icon will be displayed in the first column.
View Legend of Payment Icons (button)
Click this button to show a legend of the different Payment Type Icons.
This is a explanation of each Payment Type icon. For the top four types, all with a blue background icon, the system will print either a check or a voucher. For the bottom two types, Handcheck and Credit Card, the system will NOT print a check or voucher, but will process the payment of these items during the Check Posting phase.
Search for
This field is used to search for a specific Record number, Vendor name, Invoice number, or Open Amount. Use the down arrow to select the type of number for which to search. In the next field, enter the Record number, Vendor name, Invoice number, or Open Amount. If it is a Record number, Vendor name, or Invoice number, the system will jump to the specified invoice when it is found.
If it is an Open Amount, the system will then search for the specified amount. When a matching invoice is found, the following screen will come into view.
To go directly to this invoice, press the Jump button and the program will jump to the invoice. To find another invoice of the same amount, press the Next button and the system will search for another invoice. If the Cancel button is pressed, the program returns to the previous screen.
If the system is unable to find the Invoice, the following screen will come into view. Press the OK button and the Invoice Payment Selection screen comes into view.
Browse Totals
There are totals at the bottom of the .
The Record number, Vendor name, Invoice number, Invoice Date, Due Date, Discount Date, Open Amount and Open Retention, and Selected amounts are listed for each invoice. The only fields that can be changed are Open Amount, Open Retention, and Selected.
Electronic Funds Transfer (EFT) Vendors
Vendors for whom EFT setup have been completed will appear with a lightning bolt icon next to the vendor name.
Open Amount
The amount of the open invoice will be displayed in this field. An invoice is open until fully paid. A partial payment may be made for this invoice but the status will still be open.
Open Ret(ention)
The amount of the open retention for the invoice will be displayed in this field.
Selected
The amount selected for payment for the invoice will be displayed in this field.
Take Discounts Regardless of Expiration Date (check box)
This option allows the user to indicate that all discounts should be taken, regardless of whether the discount date has expired.
Place or Remove a Payment Hold (buttons)
Press the Red button to add a payment hold to the selected invoice. Press the Green button to remove a payment hold from the selected invoice.
Red indicates invoice on hold
Invoices that are in a Hold status will be displayed in red.
Press the View Invoice Detail button to see more information about the highlighted invoice. For more information, see Accounting Overview.
Makes a payment record with one line item that pays the whole invoice. Pushing the Select button selects the amount from the Open column and puts it in the Selected column.
Pushing the Deselect button selects the amount from the Selected column and puts it in Open column.
EFT - Electronic Funds Transfer (button)
Clicking this button sets the highlighted invoice up for payment by Electronic Funds Transfer. In order for this to work properly, the vendor must be set up for Electronic Funds Transfer in AP > Vendors. During check printing, this invoice will be marked as Paid by EFT and an electronic funds transfer text file will be created which can be sent to the bank.
Partial Payments /Other Options (button)
To select an invoice for partial payment or to view more detailed information about the invoice, highlight the invoice and press the Partial Payments /Other Options button.
Special Multi-Selection using Shift-Click
To quickly select a range of invoices for payment, click on one invoice then hold down the shift key and click on another invoice. All the invoices listed between the two are then automatically selected for payment.
Select All (button)
see Select All
Deselect All (button)
see Deselect All
Change Limits (button)
see Change Payment Selection Limits
Clear Limits (button)
see Clear Limits
Press this button to generate a Payables Standard Aging Report with limits set to include just "Ready to Pay" items.
Print Checks / Post Hand Payments Now
This button allows the operator to go directly to check printing without returning to the Accounts Payable menu, thus saving a step.
This button closes the program and returns to the main screen. Note: If any invoices have been selected for payment by Handcheck, the following reminder message will come into view when the Close button is pressed.
Help (button)
see How to use help
Press the Record Hand Payment button and the following screen comes into view. (Note: A Handcheck is a handwritten check, a Debit Card is a card that draws on cash in a checking account). See Handwritten Check, Debit Card and Credit Card Purchases for more information.
Check Number or ‘Card’
Enter the check number used to pay this invoice. If a Debit Card was used, type the word “CARD.”
Payment Date
Enter the date the invoice was paid.
Checking Account (or Credit Card Account 0)
Enter the general ledger account number that represents the checking account or credit card used to pay off the invoice. 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 just Checking Accounts or Credit Card accounts.
Press the Select All button and all invoices are selected for payment in full. Any invoice that has a payment hold placed on it will not be selected for payment.
Press the Deselect All button and the program selects all the invoices in the Selected column and moves them to Open column.
Press the Clear button and any limits will be removed and the list will include all open invoices.
Change Payment Selection Limits
Press the Change Limits button and the following screen comes into view.
This section allows the selection of Vendors for which the open invoices should be displayed. The number of the first and last Vendors desired should be entered. If information is desired for only one Vendor, that Vendor's Number should be entered in the From and To fields.
All, Range, List (radio buttons)
Select the All radio button to ignore Vendor reporting limits. Select Range to enter a range of Vendors in the From and To fields. Select List to report on a list of selected Vendors.
These fields will be available if the Range radio button is selected.
From
Enter the vendor number. Press the lookup button and the Vendors screen comes into view. Highlight the desired vendor and press the Select button.
To
Enter the vendor number. Press the lookup button and the Vendors screen comes into view. Highlight the desired vendor and press the Select button.
Edit Vendor List
Click the Edit Employee List button to add or remove Vendors from the list of Vendors to be included in the report. The following screen will come into view.
Retrieve a Saved List / Save This List for Future Use (buttons)
Use these buttons to save the current list of included records for future use, or to retrieve a previously saved list. See Saved Report Limit Lists for more details.
Available Records
All Available Vendors that are not included in the list are displayed in these columns.
Included Records
All Included Vendors are listed in these columns. Use the arrows to move selected records or all records between the Available and Included areas
EFT Vendors Only (check box)
Check this box and the list of invoices will be limited to invoices from vendors who have had EFT (Electronic Funds Transfer) settings enabled. See the Vendors topic for more information about EFT.
Select the range of invoice dates to be displayed in the payment selection list.
Due Dates
Select the range of invoice due dates to be displayed in the payment selection list.
Discount Dates
Select the range of invoice discount dates to be displayed in the payment selection list.
Include only invoices withavailable discount (check box)
If this box is checked, the resulting Invoice list box will include only invoices which have an available discount that has not yet expired.
Use this section to limit the report by Job. Use the Range setting to set a range of Job ID numbers. Use the List setting to specify a list of Jobs to be included.
All, Range, List (radio buttons)
Select the All radio button to ignore Job reporting limits. Select Range to enter a range of Jobs in the From and To fields. Select List to report on a list of selected Jobs.
These fields will be available if the Range radio button is selected.
From
Selects the first job in a range or a single job. Enter the job number. Press the lookup button and the Job Setup screen comes into view. Highlight the desired job and press the Select button.
To
Selects the last job in a range or a single job. Enter the job number. Press the lookup button and the Job Setup screen comes into view. Highlight the desired job and press the Select button.
Edit Job List (button)
If the List radio button is selected, this button will be available. The following screen will come into view when the Edit Job List button is pressed.
Use the arrows to move Jobs from the Available list to the Included list. All Jobs in the Included Records section will be included on the report. Use the tabs to sort each section by Job Number or by Job Name.
Retrieve a Saved List / Save This List for Future Use (buttons)
Use these buttons to save the current list of included records for future use, or to retrieve a previously saved list. See Saved Report Limit Lists for more details.
Job Invoices Only (radio button)
This option will consider invoices applied to the job.
Non-Job Invoices Only (radio button)
This option will consider invoices which are not applied to the job.
Both (radio button)
This option prints all invoices. This is the default selection.
The purpose of this selection item is to differentiate between trade and subcontractor invoices. The system distinguishes between trade and subcontractors invoices because the two are handled differently.
This option allows consideration based on whether the invoice is a trade invoice or a subcontract voucher. Even though a vendor may be set up as a vendor and not a subcontractor, subcontracts may be set up on that vendor's accounts. The reverse is also true. Regular Invoices may be entered on a subcontractor amount.
Select the desired type of Invoice by clicking on the radio button. Note: Retention Payment Invoices are included in the Subcontract Invoice category.
Trade (radio button)
see Trade Invoices
Subcontract (radio button)
see Subcontract Invoices.
Both (radio button)
This is the default selection.
Include only invoices where retention is all that is remaining to be paid (check box)
If this box is checked, the resulting Invoice list box will include only subcontract invoices where everything on the invoice has bee paid except the retained amount.
Partial Payments / Other Options (button)
Press the Partial Payment / Other Options button and the following screen comes into view. The Vendor, Invoice, Subcontract Information, and Pending Payments are listed and cannot be changed from this screen.
Hold Payment! (check box)
Through this check box, a hold may be placed on this invoice or the hold may be removed.
1. To place a hold on this invoice payment for this vendor.
If this box is checked, a hold is placed on this invoice. The invoice for this vendor will not be paid until this box is unchecked, or the Hold All Invoice Payments check box in Vendor Entry is unchecked. Through this screen, it is not possible to select all invoices for this vendor to be placed on hold. This is possible in Vendor Entry see Hold All Invoice Payment for more information. Note: Checking this box does not affect any checks for this vendor in Print Checks/Post Handcheck.
2. To remove a hold on this invoice payment for this vendor.
If this box is unchecked, the payment hold placed on this invoice is removed.
Reason
Enter the reason why the invoice payment will be held,
Pending Payments
In this section of the screen is a list box where the user can enter one or more partial payments against this invoice. Press the Add or Change button to add or modify a payment. For more information, see Add or Change Pending Payments.
If the Add button is pressed and the Hold Payment box is checked, the following message will appear.
The invoice is placed on payment hold until the Hold Payment box is unchecked. Press the OK button.
Add or Change Pending Payments
If the Add or Change button is pressed, the following screen comes into view.
Pay in Full (check box)
If this box is checked, the full amount of the selected invoice will be paid. If this box is checked, the Amount to be Paid and Discount to be Taken fields will not be accessible.
Enter the amount paid. It may be equal to but not greater than the invoice amount. Any amount may be entered, it does not have to equal a line item amount.
Enter the amount of the discount taken. This cannot be greater than the discount amount. This is not shown on subcontract vouchers.
If this invoice includes a retention amount, it may be selected for payment at this time. Note: Although Retention can be selected at this point, the software developer recommends that the Retention Payment Invoice tab in Accounts Payable Invoices be used to transform Retention Withheld amounts into Subcontracts Payable amounts first.
No Special Payment Type (radio button)
If this option is selected, the invoice will be selected for payment by printed check.
Pay using EFT (radio button)
If this option is selected, this invoice will be selected for payment via Electronic Funds Transfer (EFT). This means a check will not be printed. Instead a Payment Voucher will be printed and the system will create an ACH standard data file containing the bank and payment information. This file can then be sent electronically to the bank, who wil then transfer the funds.
Paid by Hand Check (radio button)
If this option is selected, the invoice will be marked as paid by hand-written check. The following fields will be enabled for editing:
Check Number
Enter the check number or other method of payment. Up to 5 characters may be used. The new information will be stored and the program will continue with the next invoice or reference.
Check Date
Enter the date the invoice was paid.
Checking Account
Enter the general ledger account number or press the lookup button and the General Ledger Accounts screen will come into view, filtered to include only checking accounts.
Paid by Credit Card (radio button)
If this option is selected, the invoice will be marked as paid by credit card. The following fields will be enabled for editing:
Pay Type
This field will receive a value of 'Card' and cannot be edited by the user. (This is actually the Check Number field).
Payment Date
Enter the date the invoice was paid.
Credit Card Account
Enter the general ledger account number or press the lookup button and the General Ledger Accounts screen will come into view, filtered to include only credit card accounts.
At times a Co Payee will be required on checks issued to a particular vendor. If a Copayee is required on this check, place a check mark in the "Copayee Required" box. If the box is selected, the next field will be available.
Co-Payee
Enter the name of the Co Payee or push the lookup button and the Accounts Payable Vendors screen will come into view. Highlight the desired name and press the Select button.
Payment Distribution to Line Items
If this invoice is to paid in full, all invoice line items will automatically be selected for payment. Otherwise, manually distribute the partial payment between the desired line item(s). Selected amounts broken down by invoice line item are displayed in this list.
Line Item Distribution
The amount for this line item selected for payment is displayed in this field.
Total Amount
The amount selected for payment for the line item is displayed in this field.
Unpaid Amount
This field displays the amount of the invoice that is unpaid.
Amount to Pay
This field displays the amount selected for payment.
Copayee Name
The name of Copayee, if applicable, is listed here.
This button will select the Highlighted line item for payment.
Distribute Payment Among Line Items (button)
This button will distribute payment among the line items proportionally. For example: $500.00 is the amount of the payment. There are two unpaid line items : 1. $798.55 and 2. $ 35.69. If this button was pressed, the program would automatically distribute the 500.00 between the two line items. The selected payment would be 1. $478.61 and 2. $21.39
Print Separate Check for this Invoice (check box)
This option is used to supersede the Separate Checks by Job option.
The total amount of all Invoices selected for payment will be displayed in this field.
Discount Amount
The amount of the discount for this invoice will be displayed.
Selected
The amount selected for payment for the invoice will be displayed in this field.
Highlighted Invoices
Select (button)
see Select button
Deselect (button)
see Deselect button
Partial Payment/Other Options
see Partial Payment/Other Options
Displayed Invoices
Select All
see Select All
Deselect All
see Deselect All
Change Limits
see Change Limits
Clear Limits
see Clear Limits