Using A/P Quick Payment Application to Enter and Distribute an Open Payment

To enter a payment and distribute it as open, use the A/P Quick Payment Application form. You can also distribute open payments that have been entered using the A/P Payments form.

Caution:

Transactions in the grid at the bottom of the form do not become available for selection until you save the payment in the upper part of the form. After selecting items in the grid, you must then click Apply to process them. Selecting a different payment without first click Apply will cancel any changes you made in the grid.

Open the A/P Quick Payment Application form.
Select Actions > New.
Enter the payment data:
- Vendor: Enter or select the vendor who is to receive the payment.
- Type: This field displays the vendor's default payment type from the Vendors form, but you can select a different one from the following options:
  - Manual Check
  - Wire Payment
  - Incoming Draft
  - EFT
  Note: Because you must enter a check number in the Number field to distribute an open payment, do not select the Standard Check or Standard Draft option.
- Number: To distribute an open payment, enter the check number.
  If the check number is blank, any open payments from A/P Posted Transactions do not display in the grid at the bottom of the form.
- Seq: Enter the sequence number for this payment. This number is used only to keep the payments in numerical order.
- Date: Enter the check, draft or wire date, or accept the default, which is today's date.
- Bank Code: This field displays the vendor's default bank code, but you can change it to the bank code of the bank account from which the vendor is to be paid.
- Payment Amount: Enter the amount of this open payment. The payment amount cannot be negative, or an error message displays when you click Apply.
- Exchange Rate: If you are using multiple currencies, this field displays the exchange rate between the domestic currency and the payment currency, but you can change it.
  For open payments, you must book a gain/loss transaction if the exchange rate on the payment is different than the exchange rate on the voucher or adjustment. The payment goes to A/P Posted Transactions with the same exchange rate as the open payment. The system does not revalue the voucher.
- A/P Notes: Enter a description of the payment (up to 40 characters).
- G/L Reference: Enter a description of the payment for reference. It is then posted to the General Ledger as part of the transaction posting. The default reference is APP, followed by the vendor number.
  Note: The reference code must begin with AP. Otherwise, the void utility does not function.
To save the payment, select Actions > Save. The system creates the payment record, and then displays all open vouchers and payments for the vendor in the grid at the bottom of the form, but none are automatically selected.
Select the items you want to process, or, to distribute the entire payment amount as an open payment, leave them all unselected.
Click Apply. The system creates the open payment distribution record and generates distributions records for any vouchers that are selected in the grid. Any remainder of the payment amount is applied as an Open type payment distribution.

Note: Open type payment distributions display in the grid with a type of Open (Dist) to distinguish them from open payments displayed from the A/P Posted Transactions form.