Creating a manual payment transaction for an unreleased invoice

Before you create a manual payment, you must first define a bank transaction code in Bank Transaction Definition (CB00.4).

See Defining a bank transaction.

For both unreleased and released invoices, you can pay an invoice with a handwritten check and record the invoice and payment. See When to use a manual payment.

You can create a manual payment for a non-base currency invoice, released invoice, or more than one invoice. See Creating a manual payment transaction for a released invoice.

Procedure flow: Creating a manual payment for an unreleased invoice

To create a manual payment for an unreleased invoice:

  1. Write the check for the invoice you want to pay with a manual cash payment.
  2. Use Basic Invoice (AP20.1) or Taxed Invoice (AP20.2) to specify the invoice. On the Payment tab, specify these check details:
    • Payment number (check number)
    • Payment date
    • Payment amount
  3. Release the invoice. See Releasing invoices.
  4. Run Payment Closing (AP170) to close the cash payment. See Closing a cash payment cycle.
  5. Optionally, you can run Paid Invoice Activity Update (AP178) after running Payment Closing (AP170) to list the transactions affected by the payment status updates:
    Note: When running Paid Invoice Activity Update (AP178), the changes in the selected transactions and lists are reflected in the output.
    • If the status indicates that the activity requires payment information to be sent to Project Accounting, then the Paid Invoice Activity Update (AP178) checks whether 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 that the transactions are included on invoices generated from Billing and Revenue Management.
  6. Run Invoice Accrual Reconciliation (AP136) to reconcile to General Ledger. You can use Invoice Accrual Reconciliation (AP136) to list the difference between paid released invoices in Payment Closing (AP170) and transferred release invoices in Invoice Distribution Closing (AP175).