AP: Creating a Single Payment for a Non-standard Vendor

You can use this procedure to create a single payment (check) for a non-standard Vendor, without creating a batch. No invoice was created, so you will be charging this to an expense account.

Note:  You can create payments for non-standard Vendors using the Payment Wizard.

To create a direct payment for a non-standard (Other) Vendor:

  1. Verify that the system is set up to create batchless payments.
    1. From the WinTeam Main Menu, click the Defaults menu, and then click Accounts Payable.
    2. Select the Allow batchless payments check box.
    3. Click Close.
  2. From the Accounts Payable Menu, select Payments.
  3. Under Payment Type, select Check.
  4. Enter an amount in the Amount field.
  5. Under Payee Information, select Other.
  6. Since 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.
  7. 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.
  8. On the Apply to Expenses tab, enter the General Ledger Distribution of the check to the appropriate General Ledger account and Job Number.
  9. Click the Print tab, and then click the Print button. The Automatic Check Printing screen displays.
  10. Even though the Records may indicate more than 1 (in this case 7), the only payment that will be processed is the payment record you were on when clicking on the Print button.
  11. Select the Cash Account to Credit, and then press Tab. The only available options in the Cash Account list are those that are defined in the Cash Accounts Setup screen for Accounts Payable.
  12. 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.
  13. The Check Date defaults to today's date. You may modify this.
  14. Click Preview.
  15. 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.
  16. Verify the on screen check and then click Close. The check will print to your default printer.
  17. 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.