Manual payments
You can apply manual payments (checks) against one or more existing vendor invoices or create a new inactive invoice to match the manual payment. When you apply a manual payment to an existing invoice, it is applied to one of the scheduled payment transactions that was created from the invoice.
A manual payment is not required to match the amount of an invoice. You can apply a manual payment to part of a scheduled payment. The scheduled payment transaction against which you are applying the manual payment is inactivated and a new scheduled payment transaction for the difference between the original scheduled payment amount and the amount of the manual payment is created. You can also enter a manual payment that is more than the balance in the vendor’s account. A miscellaneous credit is created for the remaining balance. The posting date of the manual payment cannot be older than the posting date of the existing invoice.
Manual payments can also be created for new invoices. You create the invoice on demand by selecting the New Invoice option in Vendor Invoice Center Entry. If you specify a new invoice, the invoice number and sequence are not validated, but instead the numbers are used to create the new invoice. The new invoice automatically becomes inactive because it is considered fully paid. If you do not have the invoice yet, but you paid the vendor (a prepayment), you can record the transaction as a manual payment in Vendor Invoice Center Entry without having to reference an invoice number. This creates a miscellaneous credit against the vendor's account.
A Manual Payment transaction can be used to pay an invoice with a manual check. For example, if a courier delivers a package and requires payment, you pay with a manual check instead of entering an invoice to be run through the entire payment process. There are two ways to enter the invoices to be paid by a manual check; you can use the Manual Payment transaction type to add a new invoice for the manual payment, or you can select one or more invoices from the list of open invoices in the Manual Payment view.
If you select invoices from the open invoice browse window, the system assumes you want to pay each invoice in full. If this is not the case, you can correct the amount paid on each invoice.
Divisionalized companies
If you enter a manual payment in a non-divisionalized company, you cannot enter a division number. When you distribute a manual payment among existing invoices and a miscellaneous credit is generated, the division number that is entered is used for the miscellaneous credit. If you enter a manual payment in a divisionalized company, you can enter a division number for a new transaction. If you choose to apply the manual payment to an existing transaction, the system uses the division number from the original transaction.
Final Update
Final Update verifies that the total amount that was applied to invoices is not greater than the amount of the manual pay and that the total discount that was taken against invoices is not greater than the discount on the manual pay. If either of these cases exists, these error messages are displayed:
Amount applied to invoices is greater than manual pay amount
Discount applied to invoices is greater than manual pay discount