Examples: A/P Quick Payment Application

This topic provides examples for the A/P quick payment application.

Scenario #1

You enter a payment for $150, and then select three $50 vouchers in the grid to apply against that payment.

The grid shows:


Type	Voucher	Site	PO	Invoice Date	Due Date	Amt to Pay
Voucher	101	01	P000001	05/15/2002	06/15/2002	50.00
Voucher	150	01	P000007	06/15/2002	07/15/2002	50.00
Voucher	156	01	P000010	06/22/2002	07/22/2002	50.00

Selecting Apply creates three distribution records, one for each voucher.

Scenario #2

You enter a payment for $100, and select no transactions in the grid. The payment date is 06/15/2002. You save the payment, and then select Apply to apply it. A payment distribution for an open amount of $100 is created. The grid shows:


Type	Voucher	Site	PO	Check	Invoice Date	Due Date	Amt to Pay	Discount
Open		01			06/15/2002	06/15/2002	100.00	0.00

Scenario #3

You enter a payment for $100, select a voucher with an amount less than $100 so that some of the payment amount is left to apply. You save the payment. You then select a voucher for $60 and select Apply. Two payment distributions are created, one with the type Voucher in the amount of $60, and the other with the type Open in the amount of $40. Both the voucher and the open payment are shown as selected in the grid.


Type	Voucher	Site	PO	Check	Invoice Date	Due Date	Amt to Pay	Discount
Open (dist)		01			06/15/2002	06/15/2002	40.00	0.00
Voucher	102	01	P000001		05/15/2002	06/15/2002	60.00	0.00

Scenario #4

You enter a payment for $0, and then select a voucher and an open payment.


Type	Voucher	Site	PO	Check	Invoice Date	Due Date	Amt to Pay	Discount
Open		01	P000001		06/15/2002	06/15/2002	50.00	0.00
Voucher	101	01	P000001		05/15/2002	06/15/2002	50.00	0.00

Selecting Apply automatically posts the open payment. The voucher number in A/P Posted Transactions now says 101. The A/P account in the original A/P Posted Transactions record for the open payment is 11600. The A/P account in the parameters is 20000. Journal entries created are:


Sequence	(Trans) Date	Account Description	Account	Amount (Foreign)	Amount (Domestic)	Reference	Currency Code	Exchange Rate
29	06/15/2002	Accounts Payable	20000	50.00	50.00	APPR 1	USD	1.000
30	06/15/2002	AP Deposit	11600	50.00	50.00	APPR 1	USD	1.000

Scenario #5

You enter a payment for $75, and then select multiple vouchers and an open payment.

You select two vouchers: voucher 101 with a due date of 06/15/2002 for $50, and voucher 150 with a due date of 07/15/2002, for $75. You then select a $50 open payment with a due date of 06/15/2002. Selecting Apply applies the open payment of $50 to voucher 101 and posts it. A/P Posted Transactions will show the payment with a voucher number of 101. The new payment of $75 is applied to voucher 150, and a payment distribution is created. When the grid in A/P Quick Payment Application is refreshed, it will look like this:


Type	Voucher	Site	PO	Check	Invoice Date	Due Date	Amt to Pay	Discount
Voucher	150	01	P000007		06/15/2002	07/15/2002	75.00	0.00

No transaction line for voucher payment 101 displays in the grid, because voucher 101 becomes fully paid after you select Apply.

Scenario #6

Reapplication of an open payment.

You enter an open payment for reapplication with an amount of $1000. The grid shows a voucher selected for $1000. The system creates the payment distribution when you select Apply. The A/P account in the original A/P Posted Transaction record for the open payment is 11600 (Deposit account). When you apply the open payment, payment application occurs within the due date, so the system automatically enters a discount for $50 in the Discount column. When the payments post through payment posting, the posted journal entries are as follows:


Sequence	(Trans) Date	Account Description	Account	Amount (Foreign)	Amount (Domestic)	Reference	Currency Code	Exchange Rate
55	01/18/2003	AP Deposit	11600	1,000.00	1,000.00	APPR 656	USD	1.000
56	01/18/2003	Open A/P Account	12100	50.00	50.00	APPR 656	USD	1.000
57	01/18/2003	Accounts Payable	20000	1,000.00	1,000.00	APPR 656	USD	1.000
58	01/18/2003	Purchase Discount and Allowance	50400	50.00	50.00	APPR 656	USD	1.000

Applying the open payment to the voucher within A/P Quick Payment Application would yield the journal entries shown below. Note that the system creates an Open payment distribution for the remaining $50 of the open payment that was not applied (due to the applied discount). This payment distribution is then posted normally through payment posting.


Sequence	(Trans) Date	Account Description	Account	Amount (Foreign)	Amount (Domestic)	Reference	Currency Code	Exchange Rate
55	01/18/2003	Accounts Payable	20000	1,000.00	1,000.00	APPR 656	USD	1.000
56	01/18/2003	Purchase Discount and Allowance	50400	50.00	50.00	APPR 656	USD	1.000
57	01/18/2003	AP Deposit	11600	950.00	950.00	APPR 656	USD	1.000

Scenario #7

Reapplying an open payment to a voucher from another site.

You select a voucher from the OH site. The open payment was entered in the MI site, and is being applied in the MI site. When you select Apply, the entries look like the following:

MI Site


Sequence	(Trans) Date	Account Description	Account	Amount (Foreign)	Amount (Domestic)	Reference	Currency Code	Exchange Rate
35	01/17/2003	AP Deposit	11600	100.00	100.00	APPR 23	USD	1.000
36	01/17/2003	A/P Inter-Site Asset	49010	100.00	100.00	APPR 23	USD	1.000

OH Site


Sequence	(Trans) Date	Account Description	Account	Amount (Foreign)	Amount (Domestic)	Reference	Currency Code	Exchange Rate
47	01/17/2003	Accounts Payable	20000	100.00	100.00	APPR 23	USD	1.000
48	01/17/2003	A/P Inter-Site Liability	49030	100.00	100.00	APPR 23	USD	1.000

Scenario #8

Reapplying an open payment to a voucher with a different exchange rate.

You apply an open payment for $310 Canadian Dollars (CND, at an exchange rate of 1.55) to a voucher with an exchange rate of 1.60. The following entries display in the journal when you select Apply:


Sequence	(Trans) Date	Account Description	Account	Amount (Foreign)	Amount (Domestic)	Reference	Currency Code	Exchange Rate
66	01/14/2003	AP Deposit	11600	200.00	310.00	APPR 5651	USD	1.550
67	01/14/2003	Currency Loss	50600	7.03	10.90	APX	CND	1.550
68	01/14/2003	Accounts Payable	20000	7.03	10.90	APX	CND	1.550
69	01/14/2003	Accounts Payable	20000	200.00	310.00	APPR 5651	CND	1.550

Scenario #9

You enter a payment for $75 with a non-A/P distribution of $5. You open the A/P Quick Payment Application form, and select the Open and Voucher records. The transactions now display as follows:


Type	Voucher	Site	Check	Invoice Date	Due Date	Amt to Pay
Non-A/P		01		05/15/2002		5.00
Open		01	1	05/15/2002		20.00
Voucher	100	01		05/15/2002	06/15/2002	90.00

You first apply the $20 open payment to the voucher. The system then creates distributions for $5.00 for Non-A/P cash, and a $70.00 voucher. The Non-A/P cash should already exist in the distributions, so the system will delete and recreate it.