AP: Payments

Use the Lookup button to locate an existing payment.

Enter the Check Number of the Payment to pull up an existing Payment record, or use the Lookup to locate a Payment record.

If you enter a check number that exists in multiple Cash Accounts, the Lookup AP Payments screen will automatically filter to these records in order for you to make a selection.

For more information see Using Quick Lookups.

The Credit Vendor Information icon displays only when the invoice is paid by a Credit Vendor account.

It indicates the cleared/reconciled status based on the Credit Vendor.

• If there is an R on the Credit Vendor icon, the Payment has been reconciled.
• If there is a C on the Credit Vendor icon, the Payment has been cleared, but not reconciled.

You can hover over the bank icon to see User Cleared, Date Cleared, User Reconciled, Date Reconciled, and Bank Statement Date provided the payment has been cleared or reconciled.

If the payment has not been cleared or reconciled, you will see the bank icon.

If there is a R on the bank icon, the payment has been reconciled.

If there is a C on the bank icon, the payment has been cleared, but not reconciled.

Status

To speed the process of un-posting and/or reprinting GL entries, the GL: Journal Update Log screen may now be accessed by double-clicking a record's blue Posted status.

Hover over the Change Information icon to see User Added, Date Added, User Changed and Date Changed information. WinTeam records the logon name of the user entering or changing this record. The Date Added is the original date this record was entered into the system. The Date Changed is the date the record was last changed. Right-click on the Change Info icon to filter for records added or changed by a specific user or date.

When you hover over the User Changed or Date Changed filters, you can:

• Filter By Selection - Filters for all records that match your current records field value.
• Filter by Exclusion - Excludes from your filter all records that match your current records field value.
• Filter For - Filters based on the text/value you enter.
• Sort Ascending - If you already have a filter applied, the Sort Ascending command is available. Also used to include all records in the filter and sort in ascending order based on the current records field value.
• Sort Descending - If you already have a filter applied, the Sort Descending command is available. Also used to include all records in the filter and sort in descending order based on the current records field value.

Use the Payment Type to select the type of this payment. The list is limited based on how the payment was created.

• In an Automatic Batch, the only options are Check and NACHA. NACHA can only be selected if the vendor is a NACHA vendor.
• A NACHA payment type can be changed to a Check, as long as the NACHA file has not been processed.
• A Cash Transfer creates a Payment Type of Transfer. Although you cannot create a Cash Transfer from the Payment screen, once a Cash Transfer (from AR) has been updated to the General Ledger, the system creates an Accounts Payable Payment record.For more information, see Performing Cash Transfers.

Use the Check Number field to assign a check number to a Handwritten check. The system assigns check numbers when printing checks for Automatic and Single Entry batches. No entry is required for EFT, Debit payments, or Adjustments.

The system assigns the Check Date when printing checks for Automatic and Single Entry batches. A Check Date is required for Handwritten, EFT, Debit, Adjustment, and Service Charge batches.

The system calculates the Amount field for checks in an Automatic or Single Entry batch, and for Cash Transfers. The Amount is a total of all invoices and credit memos selected for payment. An entry in the Amount field is required for any payment that is being entered as an Apply to Expense payment.

Use the Apply to Expenses check box if an invoice has not been generated or an Other Vendor is used. A payment is generally distributed to Expenses if it is issued for a relatively small amount and an invoice has not been generated. If you select this option, the label of the first tab is Apply to Expenses. If you leave this check box cleared, the first tab will be Apply to Invoices and the Select Invoices button will be available.

Note:  The system does not allow you to clear this check box unless the Payee Information is Standard.

Use the Cash Account field to enter the account to use. The only available options in the Cash Account list are those that are defined in the Cash Accounts Setup screen for Accounts Payable and/or Transfers.

For a Payment Type of Transfer, the Cash Account field displays the account the transfer came from.

Use the Payee Information to select a Standard or Other Vendor. The system defaults to the Other Vendor option.

If this payment is for a Standard Vendor, enter the Vendor Number, or use the Lookup to locate the Vendor Number.

Tip:  Use the F4 key to look up the Vendor using the Vendor Number. Use the F5 key to look up the Vendor using the Vendor Name.

A check issued to an Other Vendor may only be applied to expenses. Type or select the Other Vendor you want to use. To add a new Other Vendor, double-click in the Name field, or type a new Other Vendor and press Enter. The Other Vendors add/edit list displays.

Use the General Ledger Distribution grid to enter the General Ledger Account Number and the Job Number to charge for this distribution.

The Notes field can contain up to 250 characters.

Use the General Ledger Distribution grid to enter the General Ledger Account Number you want to distribute the payment amount to and the Job Number to charge for this payment.

If your cursor is in the Amount field and you want to distribute the entire payment Amount, you can press the space bar and the Payment Amount will populate the Amount field in the GL Distribution grid.

If you have already added a partial Amount to the GL Distribution grid, you can press the space bar and the remaining amount (the portion that has not been distributed) will populate the Amount field in the GL Distribution grid. Once you tab off the line item in the GL Distribution grid, the Amount Left is recalculated to a zero amount.

Note:  For single companies–If you enter a balance sheet account number, the Job Number defaults to the Balance Sheet Job Number indicated in your Company Defaults.

For multiple companies–If you enter a balance sheet account number, you will also need to enter the Balance Sheet Job Number of the Company to whom the distribution belongs to.

Note:  If you entered General Ledger Distribution information in the Vendor Master File (Invoices tab) for this Vendor, click the Lookup button. The lookup feature will display the default GL number and Job number information specifically for this Vendor.

Ticket Number

Enter the Ticket Number, or use the Lookup to locate the Ticket Number) to associate with this Purchase Order. Double-click to open the WS: Ticket Details screen for the specified ticket.

Notes

Use the Notes field to concerning the distribution. The Notes field can contain up to 250 characters.

Amount Left

The Amount Left field displays the amount of the invoice that has not been distributed. When the entire invoice

amount has been distributed, the value in this field will be $0.00. The invoice cannot be saved until the invoice amount and distributions equal one another.

Ticket Number

Enter the Ticket Number, or use the Lookup to locate the Ticket Number) to associate with this Purchase Order. Double-click to open the WS: Ticket Details screen for the specified ticket.