Manually paying an invoice

Manually paying an invoice occurs when you physically write a check for an invoice in the system. For example, a courier delivers a package and you write them a check. You must then manually post the check against the appropriate invoice. Although you can use this method, note that for auditing purposes, the preferred method would be an immediate payment.

If you have the invoice when you manually pay a vendor, you can create the invoice as you record the payment. If you manually pay a vendor, but there is no invoice number, you must enter the transaction as a miscellaneous credit.

  1. Select Vendor > Entry > Invoice Center.
  2. Specify the group name, and then click New.
  3. Specify this information:
    • Vendor #: Specify the vendor’s number.
    • Transaction Type: Select Invoice.
    • Process Type: Select the correct type.
    • Invoice #: Specify the vendor’s invoice number for this transaction.
    • Amount: Specify the amount of the invoice.
    • Invoice Date: Specify the date of the invoice. The default value is the current date.
  4. Optionally, select these options:
    • Pay: Select this option to pay this invoice immediately.
    • Dispute: Select this option to put this invoice in disputed status.
    • Suspend: Select this option to suspend this invoice. When you suspend a transaction, the transaction is not updated to General Ledger when Final Update is processed.
  5. Click Save.
  6. Click Additional Information, and then click Edit.
  7. Specify the manual check information, and then click Save.
  8. Click Manual Payments.
  9. Select the scheduled payments from the Open Invoices for Vendor grid, and then clickApplied Selected. The scheduled payments are listed in the Invoices Applied to Check grid.
  10. To maintain the amount of a selected scheduled payment, select the payment, and then click Edit. The payment amount cannot be greater than the invoice amount.
  11. Click Save.
  12. Repeat steps 6-11 until the Proof Amount is zero.
Related topics