Using A/P Quick Payment Application to Enter and Apply Full and Partial Payments

Note: Transactions in the grid are not available for selection until you enter and save a payment in the upper part of the form. After selecting the transactions, you must then select Apply to process them. Selecting a different payment without first selecting Apply cancels any changes you made in the grid. Selecting Apply generates the appropriate payment distributions and refreshes the grid display with the current data.

Open the A/P Quick Payment Application form.
Select Actions > New.
Specify this information:
Vendor

Select the vendor who is to receive the payment.

Type
The vendor's default payment type is displayed from the Vendors form. Optionally, select a different type:
- Standard Check
- Manual Check
- Wire Payment
- Standard Draft
- Incoming Draft
Number

The check, wire, or draft number is displayed, depending on the payment type. Note that for standard checks and drafts, the system automatically updates this field when the check or draft is printed.

Sequence

Specify the sequence number for this payment. This number is used to keep the payments in numerical order.

Date

The current date is displayed. Optionally, select a different date.

Draft Due Date

Select the date on which the standard draft or incoming draft is due.

Reapplication

Select this check box if the payment is for a reapplication.
Turn off Filter-in-Place. These fields are populated:

Bank Code

The vendor's default bank code is displayed. Optionally, select the bank code of the bank account from which the vendor is to be paid.

Bank Currency

The currency code is displayed.

Vendor Pay Type

The payment type is displayed.
Specify the payment information:

Vendor/Domestic Payment

Specify the check, wire, or draft amount for the current payment. The vendor's balance is reduced by this amount. The payment amount needs to be distributed against vouchers, commissions, and open or non-A/P payments. If the vendor is a foreign currency vendor, the payment amount displays in the vendor's currency. For standard checks and drafts, you cannot update this field. Instead, the sum of all the payment distributions is displayed for the vendor. To change this amount, you must change the distributions using the A/P Payment Distributions form.

Exchange Rate

The exchange rate for the vendor currency is displayed, if applicable.

A/P Notes

Specify a description of the payment (up to 40 characters).

G/L Reference

Specify a description of the payment for reference. This description is posted to the General Ledger as part of the transaction posting. The default reference is APP, followed by the vendor number. The reference code must begin with AP; otherwise, the void utility cannot function.
To save the payment, select Actions > Save.

The payment record is created and shows all open vouchers and payments for the vendor in the grid at the bottom of the form.
In the grid, select the check box in the Select column for each voucher and payment (transaction line) that you want to apply the payment to.

Or, to apply the action to all the displayed items, click Select All.
To change an item's payment amount, scroll to the Amount To Pay column, then specify the amount to be applied.
Optionally, for vouchers, you can enter a discount amount in the Discount column.
To distribute the payment, select Apply.

The Applied and Remaining fields in the upper part of the form show the updated amounts. You can then apply the payment when these amounts are equal.

Note: If the payment is not a standard check or a standard draft, and the total applied amount is less than the total remaining amount, the difference creates a new open payment distribution. If the total applied amount is more that the total remaining amount, an error message displays, and you cannot continue until you correct this error.