Creating a manual payment transaction for a released invoice

You can create a manual cash payment for a non-base currency invoice, a released invoice, or more than one invoice. You can create a manual payment for an unreleased single base currency invoice.

See Creating a manual payment transaction for an unreleased invoice.

Procedure flow: Creating a manual cash payment for a released invoice.

To create a manual cash payment for a released invoice:

  1. Write the check for the invoice to pay with a manual cash payment.
  2. Access Cash Payment Entry (AP55.1) to create a manual cash payment:
    Pay Group
    Specify or select a valid pay group defined in Pay Group (AP01.1).
    Cash Code
    Specify or select a valid cash code for the payment. Represents the bank account you are paying the manual cash payment from.
    Payment Code
    Select the payment code that you defined for manual payments. A manual payment code has no output and requires manual payment reservation. See Defining a bank transaction
    Payment Number
    If you require manual payment forms reservation, then you must reserve the payment number you specify. Use Manual Forms Reservation (AP81.1) to reserve checks. See Reserving checks.
    Payment Amount
    Specify the payment amount for the released invoice.
    Note: The payment amount must be equal to the invoice amount less any available discount. To apply only part of the invoice amount, use Payment Schedule Adjustment (AP30.3) to split the invoice.
    Pay Vendor
    Specify or select a valid vendor number which represents the vendor you are remitting payment to.
    Remit To Location
    To remit the manual payment to a remittance location for the payment vendor, select a valid remit to location code for the vendor.
    Payment Date
    Specify the manual payment date that is assigned to general ledger transactions created for the manual payment in Payment Closing (AP170).
    Payment Amount
    Specify the total amount of the invoice to apply in the manual payment. This amount is in the currency of the invoices.
    Currency
    Select a valid currency code to apply in the manual payment. If left blank, the default currency is the bank account currency assigned to the cash code.
    Reconciliation Statement Number
    Specify the bank-assigned reconciliation statement number. You can only use this field for cash codes that require reconciliation statements.
  3. Click Add.
  4. On Cash Payment Invoice Application (AP55.2), apply the payment:
    1. On the Special Action drop box, click Display Open or Display Holds to display invoices that are open or on hold.
    2. In the FC field, click Apply to apply the manual cash payment to one or more released invoices.
      Note: The applied amount must be equal to the invoice amount less any available discount.
    3. On the Special Action drop box, click Apply to apply the payment. If you assigned a manual payment hold code to the invoices, the application automatically removes the hold when you apply the payment.
  5. Click thePayment button.
    Note:  The applied amount is displayed on the Cash Payment Entry (AP55.1). Before you can release the manual payment, the applied amount must be equal to the payment amount.
  6. Click Release to release the manual cash payment.
  7. Run Payment Closing (AP170) to close the cash payment cycle. The invoice will not be scheduled for payment by Cash Requirements (AP150). See Closing a cash payment cycle
  8. Optionally, you can run Paid Invoice Activity Update (AP178) to list the transactions affected by the payment status updates after running Payment Closing (AP170)Payment Closing (AP170). If the status indicates that the activity requires payment information to be sent to Project Accounting, Paid Invoice Activity Update (AP178) will check if the invoice is paid. If invoices related to distributions have been paid, the Project Accounting API removes the hold-not-paid status from the Activity Transaction records (so the transactions can be included on invoices generated from Billing and Revenue Management). When Paid Invoice Activity Update (AP178) is running, the output reflects the selected transactions and lists those that were changed.
  9. Run Invoice Accrual Reconciliation (AP136) to reconcile to General Ledger. This program lists the difference between what has been paid (using AP170) and what has been expensed (using AP175).