AP: Processing Payments Without Creating a Batch

Overview

You can use Accounts Payable Payments to add , review, replace, print or reprint payments. You can create Payment records through the Payment Processing Wizard by entering a payment directly into the Payments screen or by creating a Cash Transfer.

Use this procedure to create a single payment without creating a batch.

  1. Verify that the system is set up to create batchless payments. From the Accounts Payable menu, select Defaults. Select the Allow batchless payments check box and Close.
  2. From the Accounts Payable menu, select Payment..
  3. Select the Payment Type you wish to make.
  4. Enter a Check Number for Handwritten checks. The system assigns check numbers for Payment Type of Check when you print the checks. The system will not issue check numbers for the other Payment Types available (NACHA, EFT or Debit).
  5. Type the Date of the Payment.
  6. Enter an amount in the Amount field.
  7. Select the Apply to Expenses check box if an invoice has not been generated or an Other Vendor is used.
  8. To make a payment to an Invoice, clear the Apply to Expenses check box. The Applied Invoices tab displays. Import the invoice(s) to apply to this payment. You may add discount information at this time, and you may edit the memo lines.
  9. In the Cash Account list, select the Cash Account you want 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.
  10. Select the Payee Information, select Standard or Other. If the Payee is an Other Vendor, the system selects the Apply to Expenses check box by default. A check issued to an Other Vendor may only be applied to expenses, not invoices.
    • In the Name field, 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.
    • On the Apply to Expenses tab, enter the General Ledger Distribution of the check to the appropriate General Ledger account and Job Number.
  11. Click the Other tab to add a P.O. #, if needed. You may also select to Print an Advice, include this payment on a 1099, or pay Use Tax.
  1. Click the Print tab, and then click the Print button.
    The Automatic Check Printing screen displays.
  2. Notice that the Checks Records say 1.
  3. Select the Cash Account to Credit, and then press Tab.
  4. The next check number defaults to the Beginning Check # field. You may modify this if necessary. You can also password protect the ability to change the Beginning Check # by adding a Custom Setting. For more information, see Password for Reprinting Payable Checks.
  5. The Check Date defaults to today's date. You may modify this.
  6. Click Preview.
  7. The system displays a message stating the number of checks required for the check printing session, the check number range, and the total amount of the checks to print.
    Click Ok if the information is correct and you wish to proceed with the check printing process.
  8. Verify the on screen check and then click Close. The check will print to your default printer.
  9. The system displays a message when printing is complete. It is a good idea to retrieve the check from the printer to verify that the check did print (there could be a paper jam, the checks could be in the print tray backwards, etc.). Click Yes if the check printed correctly.