APGUIDE

Entering Debit Memos

Templates You can modify certain fields on or create alternate formats for the
Debit Memo Entry window using templates. Refer to the System
Management User’s Guide for information on designing and using
templates.

How to Manually Enter Debit Memos

Introduction A debit memo can be immediately applied to a specific voucher or
added to the vendor’s account as an on account amount to be applied
later against a voucher.

Note: An on account debit memo cannot be entered for a one-time
vendor.

Additionally, if you are interfaced to Inventory and you process debit
memos against additional cost vouchers, the Inventory valuation will
not reflect the debit memo adjustment.

Preloading vs. If only one or two line items of a large voucher are being returned,
manually entering you might not want to preload the line items. Instead, you can
manually enter the line items.

In either case, you can enter all types of line items: inventory, non-
inventory, comment, and tax.

Procedure for To enter a debit memo without using the Find Historical Information
manually entering option, do the following:

Step Action

1 From the menu browser, choose Debit Memo Entry.

2 Enter information in the appropriate fields on the header and
line item tabs as you would if you were entering a voucher.

Note: If you do not want to report freight on 1099 forms, enter
freight as a line item and make sure the 1099 Box Number
field on the defaults sheet, is blank.

3 If the debit memo should be placed on account, place a check
mark in the Apply On Account checkbox.

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Posting Step Action

4 On the Line Items tab, enter the items and their quantities to
be returned to the vendor and to be removed from your inven-
tory.

If there are no line items and the debit memo is for a single
monetary amount, enter a non-inventory line type to bypass
the Item Key field. Enter the reason for the debit memo in the
Description field.

The Quantity field is not available for entry when:

• the line item is a comment line type

• the line item is a tax line type

Note: Negative amounts are not allowed when entering a
debit memo. The system automatically treats the amounts as
negative when the transaction is processed.

5 When all items have been entered, save the debit memo.

Need more information? Press F1.

When you process and post a debit memo, any line item quantities
you enter are used to reduce the Inventory on-hand quantities, and
any monetary amounts are credited or debited to the appropriate
vendor and General Ledger accounts.

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How to Preload Line Items

Introduction If you are applying a debit memo to a specific voucher, preloading
line items gives you the ability to view all of the line items on the
originating voucher, and to determine the quantity and amount being
returned. If a line item is not being returned, you can delete the line
item.

If you are entering an on account debit memo, you can use the
preloaded line items as a guide for creating a debit memo, or for
returning goods from a paid voucher.

For example, you need to return an inventory item from a voucher
that has been paid in full and moved to the Transaction History file
(APTRANH). Since the voucher is paid in full, you cannot apply a
debit memo directly to the voucher. Instead, you can enter a debit
memo on account, preloading the line items from the original
voucher. This allows you to select the line item, correctly updating
your inventory. You can then apply the debit memo to another
voucher in Apply On Account Entry.

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CHAPTER 8 Processing Debit Memos

Procedure for To preload the line items, do the following:
preloading
Step Action

1 From the menu browser, choose Debit Memo Entry.

2 Choose Find Historical Information on the header tab. Select
the voucher to which you want to apply additional costs.

The document number appears in the Apply To Voucher
Number field and all fields associated with the document are
displayed.

3 Modify the remaining fields on the voucher header tabs if nec-
essary.

Note: If you do not want to report freight on 1099 forms, you
must enter freight as a line item and make sure the 1099 Box
Number field on the defaults sheet, is blank.

4 If the debit memo should be placed on account, place a check
mark in the Apply On Account checkbox.

5 Click the Line Items tab. The line items associated with the
selected voucher are displayed. Delete any line items you do
not want to remain on the debit memo.

If there are no line items and the debit memo is for a single
monetary amount, enter a non-inventory line type to bypass
the Item Key field. Enter the reason for the debit memo in the
Description field.

The Quantity field is not available for entry when:

• the line item is a comment line type

• the line item is a tax line type

Note: Negative amounts are not allowed when entering a
debit memo. The system automatically treats the amounts as
negative when the transaction is processed.

6 When all items have been entered, save the debit memo.

Need more information? Press F1.

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Entering freight When you recall data, any freight amount that was contained on the
amounts original header tab is not loaded. The line item entry contains the
freight amount. If the freight is to be non-taxable, you must delete the
Negative amounts freight line item and enter the correct freight amount on the header
tab.

You can enter negative amounts for non-inventory and tax line types
except in the following cases:

• If the document total will result in a negative amount
• On accrual vouchers
• If cash basis accounting is being used

Entering an On Account Debit Memo

Description You can select Apply On Account if you decide to put the debit
memo on account and apply it later in Apply On Account Entry.

When the debit memo is applied against a voucher in Apply On
Account Entry and checks are printed, one line for the original
voucher is printed on the check stub and a second line for the debit
memo amount.

When to use You might choose to apply the debit memo on account if you want the
two separate transactions to be more apparent.

Applying a Debit Memo Directly to a Voucher

Description If you choose to apply the debit memo directly to a voucher, you must
enter the voucher number in the Apply to Voucher Number field,
which is only available for entry if the Apply On Account checkbox is
empty. Also, you can preload the apply to voucher information by
choosing Find Historical Information.

Note: The vendor key must be entered prior to entering the apply to
voucher number because only vouchers for the present vendor are
displayed in the lookup window for the Apply to Voucher Number
field.

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CHAPTER 8 Processing Debit Memos

When to use By entering the voucher number in the Apply to Voucher Number
field, you can immediately apply the debit memo to an existing
voucher. If you enter an apply to voucher number, the debit memo
amount is not printed on the check stub. The payment detail on the
check stub reflects the voucher total as the original voucher amount
minus the debit memo amount in one line item.

Note: The debit memo amount cannot exceed the current value of the
voucher. If it does, a message is displayed to alert you. You must
adjust the debit memo before you save it. Then you can create a
second debit memo for the difference and put it on account.

You might choose this option if you are correcting a data entry error
on a posted voucher and you do not want your vendor to see a record
of the correction.

Entering Project Costs

When available If you are interfaced to Project Costing, the Default Project Reference
field on the Misc tab and the Project sheet on the Line Items tab are
available for you to enter project costing information.

Refer to Chapter 5: “Processing Vouchers” for information on
entering and modifying project costs.

Project costing If you use Debit Memo Entry to post amounts related to a Project
effect Reference, along with posting the debit memo to Accounts Payable,
the system creates and posts a transaction to the Project Costing
current transaction file. The project costing transaction created from
the debit memo posting will have the transaction type you entered on
the Project sheet of the debit memo Line Items tab, and will have
negative units and amount fields.

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Entering Serial/Lot Numbers

Entering Serial/Lot Numbers

Overview Before you can enter serial/lot numbers during Debit Memo Entry
you must have:
When available
• Installed the Inventory application
In this section
• Indicated in the Application Setup window in Accounts Payable
that you are interfaced to Inventory

• Indicated in the Application Setup window in Inventory that you
are tracking serial/lot numbers

• Defined items in the Item Master in Inventory for which you are
tracking serial/lot numbers

Refer to the Inventory User’s Guide for additional information.

This section contains the following topics: Page

Topic 193
194
Finding Historical Information 195
Additions to the Line Items Tab 196
How to Enter Serial/Lot Numbers 199
Serial/Lot Window 201
How to Complete the Auto Numbering Window
Modifying Serial/Lot Numbers

Finding Historical Information

Tracking serial/lot If you are tracking serial/lot numbers, when you load historical
numbers information, serial/lot information from the existing transaction is not
loaded.

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CHAPTER 8 Processing Debit Memos

Additions to the Line Items Tab

Description If you are tracking serial/lot numbers, the Line Items tab includes the
following:

Serial/Lot Lookup
button

Serial/lot buttons

Serial/lot buttons The following is a description of the serial/lot buttons in the serial/lot
column:

Button Description

This button indicates that serial/lot information for this
item is not available. This would be the case if the item is
non-inventory, comment, or tax, or if it is an inventory
item that is not defined for serial/lot numbers or if the
item is not being received or shipped.

This button indicates that you must enter serial/lot num-
bers for this item. When you click this button, the Serial/
Lot window is displayed.

This button indicates that serial/lot numbers have been
entered and no further serial/lot information is required.

Serial/lot lookup If an item is defined as a serial/lot item and serial/lot numbers remain
button to be entered (as indicated by the red flagged Serial/Lot button), when
you click this toolbar button, the Serial/Lot window is displayed.

194 Accounts Payable User’s Guide



































CHAPTER 9 Processing Voucher Payments

Over-applying an If the pay amount exceeds the document amount remaining to be
amount paid, you cannot save the transaction. To continue saving the
transaction, adjust the vouchers selected for payment.

If the document amount was incorrectly entered, you can do one of
the following:

• Force the current selected voucher to equal the document amount
to save the transaction. Then make the appropriate adjustments on
the voucher.

• Choose not to save the transaction. Then reenter the voucher
correctly.

Under-applying an If a payment amount is not completely applied against the displayed
amount vouchers, you can place the remainder on account by choosing Put
On Account. This on account balance can be applied at a later time in
the Apply On Account Entry window.

Entering on account Some vendors may require deposits or prepayments before shipping
payments goods or providing services. You can either use a handwritten check
or have the system issue a check for the amount of the deposit.

To enter a deposit to be paid with a system-issued check, when
viewing the line item window, choose Put On Account.

When you process Print and Post Voucher Payment, a check for the
deposit amount will be printed and the amount will be placed on
account.

Partially paying When selecting certain vouchers for payment, you can enter a partial
vouchers amount to pay, leaving the balance as the open amount. After you
print and post voucher payments, the remainder is available for
payment. You can select to pay another portion or the remainder of
the open amount of the voucher by selecting the voucher in Voucher
Payment Entry, Handwritten Check Entry, or Apply On Account
Entry.

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Entering Voucher Payments

Placing vouchers on You can selectively put any posted voucher on hold. This feature
hold allows you to prevent a payment from being issued for a voucher
where there may be a dispute.

If you want to place a voucher on hold, choose Change Status.

No payment can be issued for this voucher until you remove the hold
status to make the voucher available again for selecting for payment.

Forcing a discount Any amount that appears in the Discount Available field represents an
eligible discount. If the discount date has been exceeded, the discount
is no longer eligible and the amount does not appear. You can force
the system to calculate the discount, if the discount date has been
passed and you still want to take advantage of the discount offered. If
you do so, the discount amount is subtracted from the balance
amount.

To force the discount, choose Pay Line, Force Discount or Pay All,
Force Discount and the system calculates the discount amount (if the
terms of the voucher provided for a discount). If a discount amount is
not available, you can manually enter one in the Discount Taken field.

Unselecting a single If a voucher is mistakenly selected for payment or you decide not to
voucher for issue a check for a particular voucher, you can unselect a voucher for
payment payment prior to printing and posting checks. To unselect a voucher,
place your cursor on the appropriate line item and clear the pay
amount. If you have already posted the check, you must void the
check.

Unselecting If multiple vouchers for a vendor are mistakenly selected and you
multiple vouchers want to unselect them for payment, you can choose Unpay All and all
for payment of the pay amounts and discount amounts are cleared. You can then
reselect the desired vouchers for payment.

Selecting a voucher When vouchers are entered, they can be selected for payment on a
to print on single single check. You can override that selection in Voucher Payment
check Entry so that the voucher is paid on a check that includes other
vouchers. You can also select a voucher to print on a single check in
Voucher Payment Entry.

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CHAPTER 9 Processing Voucher Payments

Changing check Corrections and changes may be made to selected voucher payments
details that are not posted. Once a check is printed and posted, it must be
voided if incorrect.
Comparing totals
To correct an unposted check, perform the Voucher Payment Entry
Availability for procedure from start to finish, entering the desired vendor key. You
apply on account can then edit the appropriate fields and save the changes.
Project costing
effect If you selected to compare totals, the Balance to Enter fields on the
line item window, for both the pay amount and discount amount must
equal zero to save the selected vouchers for payment. This verifies
that the selected voucher and discount amounts are equal to the
comparing totals entered in the header tabs. If the totals do not
balance, a message returning you to Voucher Payment Entry is
displayed. There, you can adjust either the selected voucher pay or
discount taken amounts or the document or discount amount entered
on the header tabs.

Vouchers partially paid in Voucher Payment Entry are not available
in Apply On Account Entry until the checks are printed and posted.

If you use Voucher Payment Entry to post a payment related to a
voucher that has a Project Reference; along with posting the payment
to Accounts Payable, the system creates an AP Payment transaction
and posts it to the Project Costing current transaction file.

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Entering Handwritten Checks

Entering Handwritten Checks

Overview The Handwritten Check Entry menu item allows you to track a
manually written check in Accounts Payable and to select the
Introduction vouchers to be paid by the check. You can apply the amount of a
handwritten check to a voucher, only if the voucher has already been
Availability for posted. However, handwritten checks can be entered for unposted
apply on account voucher.
In this section
Vouchers partially paid in the Handwritten Check Entry menu item
are not available in the Apply On Account Entry menu item until the
checks are printed and posted.

This section contains the following topics: Page

Topic 216
216
Handwritten Checks For Unposted Vouchers 217
Handwritten Check Entry Windows 219
How to Load Vouchers 219
Handwritten Check Entry Window
How to Enter Handwritten Checks for Posted Vouchers

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CHAPTER 9 Processing Voucher Payments

Handwritten Checks For Unposted Vouchers

Entry options You can enter the handwritten check information for a voucher that
has not yet been posted in either Voucher Entry or Handwritten
Check Entry.

Entering in If you decide to enter the check in Voucher Entry, you must recall the
Voucher Entry voucher to be paid and enter the check information prior to posting
the voucher. Once the voucher is posted, both the voucher and the
payment are posted to the Current Transaction file (APTRAN). If the
check completely pays the voucher, both transactions are moved to
the Transaction History file (APTRANH) at period-end. However, if
the voucher is only partially paid by the check, the remaining unpaid
balance will be displayed in Voucher Payment Entry, Apply On
Account Entry, or Handwritten Check Entry, until it is paid in full.

Entering in If you decide to enter a handwritten check for an unposted voucher in
Handwritten Check Handwritten Check Entry, the check balance must be placed on
Entry account until the voucher is posted. Once the voucher is posted, the
on account balance can be applied to the appropriate posted voucher
in the Apply On Account Entry window.

Handwritten Check Entry Windows

Description When you select Handwritten Check Entry from the menu browser, a
series of parameter windows allowing the system to preload a line
items window with a range of data you define, is displayed. First, the
View List window appears. Once you have completed that window,
the parameters window for Handwritten Check Entry is displayed.
This window allows you to enter the vendor for whom you want to
enter payment.

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How to Load Vouchers

Introduction When you enter handwritten checks, you must first select the vendor,
enter check information, and processing options.

Procedure To complete the series of parameter windows, do the following:

Step Action
1 Select Handwritten Check Entry from the menu browser. The
View List window appears.
2 Select an existing parameter then select Edit or Process; or
select New to create a new parameter. The Handwritten Check
Entry parameter window appears.
3 On the Selection tab, enter the vendor key for the vendor for
whom you want to select vouchers to be paid. When you
choose the vendor key, the cash account number, cash account
description, and the vendor information are filled in automati-
cally. You can manually override the cash account.

Enter the check number, amount, date, discount taken, and
home amount override (if Multi-Currency Manager is
installed) of the handwritten check.
4 Complete the Routing and Distribution tabs.

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CHAPTER 9 Processing Voucher Payments

Step Action

5 Save the parameters if desired, then select Process. A process
monitor window indicating the progress of the loading vouch-
ers is displayed.

6 If you want to see the details of each voucher, click the Show
Details button.

7 When all the vouchers are loaded, the Handwritten Check
Entry window containing the vouchers is displayed.

Need more information? Press F1.

Paying a one-time If you want to pay a voucher for a one-time vendor, enter the vendor
vendor key and the voucher number. When the line item window appears,
only the appropriate voucher is displayed. This allows you to select
the entire voucher for payment or the partial amount to be paid on the
line item window. You can only select vouchers for a single one-time
vendor at a time.

Routing and Refer to the System Basics User’s Guide for information on the
Distribution tabs Routing and Distribution tabs.

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Entering Handwritten Checks

Handwritten Check Entry Window

Description When you process your selections, the Handwritten Check Entry
window containing the vouchers you selected is displayed.

Special toolbar There are several toolbar buttons that provide special functionality in
buttons Handwritten Check Entry. These functions can be accessed from the
menu or toolbar.

Refer to “Special toolbar buttons” on page 208 for information on the
toolbar buttons.

How to Enter Handwritten Checks for Posted Vouchers

Introduction When entering handwritten checks for posted vouchers, the check
amount can:

• Completely pay the voucher

• Be applied against multiple vouchers

• Be partially applied, placing the remaining balance on account to
be applied later.

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CHAPTER 9 Processing Voucher Payments

Procedure Use the following procedure to enter a handwritten check for a posted
voucher:

Step Action

1 For each voucher, enter the payment amount and discount
taken, if applicable.

When amounts are entered, the amount in the Remaining field
is reduced and the running totals at the bottom of the window
are updated. The remaining column is calculated for each line
item using the following formula:

Remaining Amount = Open – Pay – Discount Taken

Note: The handwritten check amount, number, and date are
displayed at the bottom of the window along with other run-
ning totals and pertinent voucher information.

You may select items to pay with the special toolbar buttons
or Edit menu items.

2 Once the desired vouchers have been selected for payment by
entering the pay amounts and discount taken, save the records.

Need more information? Press F1.

Over-applying a If the pay amount exceeds the handwritten check amount, you cannot
check save the check without adjusting the vouchers selected for payment.

Under-applying a If the handwritten check amount was incorrectly entered, you can do
check one of the following:

• Force the current selected voucher to equal the handwritten check
amount to save the check. Then make the appropriate adjustments
on the check.

• Choose not to save the check. Then reenter the check correctly.

If a handwritten check amount is not completely applied against the
displayed vouchers, you can place the remainder on account by
choosing Put On Account. This on account balance can be applied at
a later time in the Apply On Account Entry window.

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Entering Handwritten Checks

Entering on account Some vendors may require deposits or prepayments before shipping
payments goods or providing services. You can either use a handwritten check
or have the system issue a check for the amount of the deposit.

To record a deposit or prepayment paid by a handwritten check, enter
the check information but do not enter a pay amount on the line item
window. Instead, choose Put On Account, and the entire balance is
placed on account. This balance can then be applied in Apply On
Account Entry.

Partially paying When selecting certain vouchers for payment, you can enter a partial
vouchers amount to pay, leaving the balance as the open amount. After you
print and post voucher payments, the remainder is available for
payment. You can select to pay another portion or the remainder of
the open amount of the voucher by selecting the voucher in Voucher
Payment Entry, Handwritten Check Entry, or Apply On Account
Entry.

Placing vouchers on You can selectively put any posted voucher on hold while recording a
hold handwritten check. This feature allows you to prevent a payment
from being issued for a voucher where there may be a dispute.

If you want to place a voucher on hold, choose Change Status.

No payment can be issued for this voucher until you remove the hold
status to make the voucher available again for selecting for payment.

Forcing a discount Any amount which appears in the Discount Available field represents
an eligible discount. If the discount date has been exceeded, the
discount is no longer eligible. You can force the system to calculate
and take the discount if the discount date has been passed and you still
want to take advantage of the discount offered. If you do so, the
discount amount is subtracted from the balance amount.

In Handwritten Check Entry, the Pay Line, Force Discount and Pay
All, Force Discount features take into consideration all pay amounts
and discounts that have already been applied.

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CHAPTER 9 Processing Voucher Payments

To force the discount, choose Pay Line, Force Discount or Pay All,
Force Discount and the system calculates the discount amount (if the
terms of the voucher provided for a discount). If a discount amount is
not available, you can manually enter one in the Discount Taken field.

Unselecting a single If a voucher is mistakenly selected for payment or you decide not to
voucher for issue a check for a particular voucher, you can unselect a voucher for
payment payment prior to printing and posting checks. To unselect a voucher,
place your cursor on the appropriate line item and clear the pay
amount. If you have already posted the check, you must void the
check.

Unselecting If multiple vouchers for a vendor are mistakenly selected and you
multiple vouchers want to unselect them for payment, you can choose Unpay All and all
for payment of the pay amounts and discount amounts are cleared. You can then
reselect the desired vouchers for payment.

Changing check Corrections and changes may be made to a handwritten check that has
details been processed, but not yet posted. Once the check transaction has
been posted, it must be voided if incorrect.

To correct an unposted check, perform the Handwritten Check Entry
procedure from start to finish, entering the desired vendor key and
check number. When a valid check number is entered, the check
detail is displayed. You can then edit the appropriate fields and save
the changes.

Paying a voucher If you need to enter a handwritten check and apply a debit memo to
with a debit memo completely pay a voucher, you must enter and post the handwritten
and a handwritten check before applying the debit memo. This is because the debit
check memo should completely pay the voucher. If the debit memo only
partially paid the voucher, the remaining balance is automatically
selected for payment with a system-generated check.

Deleting an You can delete an unposted handwritten check in Handwritten Check
unposted Entry by recalling the check to the screen and choosing Delete Check
handwritten check on the parameter window. When you delete the check, all vouchers
selected to be paid by the check are available for payment again.

222 Accounts Payable User’s Guide

Printing and Entering Handwritten Checks
posting
Handwritten checks are printed and posted through the Post
Reporting Handwritten Checks menu item.

The Unposted Voucher Payment report does not include handwritten
check information. Use the Unposted Handwritten Check report.

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CHAPTER 9 Processing Voucher Payments

Applying On Account Payments

Overview On account amounts can be entered as debit memos in Debit Memo
Entry or as on account payments in Handwritten Check Entry or
Introduction Voucher Payment Entry. Once posted, these amounts can be applied
to vouchers using the Apply On Account Payment menu item.
In this section
The Apply On Account Payment menu item allows you to:

• Completely pay a voucher

• Pay multiple vouchers

• Partially pay a voucher, automatically creating a computer
generated check

• Be partially applied, placing the remaining amount back on
account.

Once a voucher is selected for payment by an on account transaction,
you cannot reselect that voucher for additional payment in
Handwritten Check Entry or Voucher Payment Entry because the
system automatically prints a check for the balance.Vouchers selected
for payment in Apply On Account Entry are not available in
Handwritten Check Entry or Voucher Payment Entry until the on
account entry is posted.

Note: Discounts are not automatically taken when applying an on
account debit memo. If you want to take a discount on a voucher, use
the force discount button.

This section contains the following topics: Page

Topic 225
Apply On Account Payment Windows 225
How to Load Vouchers 227
Apply On Account Entry Window 228
How to Apply On Account Payments

224 Accounts Payable User’s Guide

Applying On Account Payments

Apply On Account Payment Windows

Description When you select Apply On Account Entry from the menu browser, a
series of parameter windows allowing the system to preload a line
items window with a range of data you define, is displayed. First, the
View List window appears. Once you have completed that window,
the parameters window for Apply On Account Entry is displayed.
This window allows you to enter the vendor and document for whom
you want to apply the on account amount.

How to Load Vouchers

Introduction When you apply on account amounts, you must first select the vendor
and enter the document number.

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CHAPTER 9 Processing Voucher Payments

Procedure To complete the series of parameter windows, do the following:

Step Action

1 Select Apply On Account Entry from the menu browser. The
View List window appears.

2 Select an existing parameter then select Edit or Process; or
select New to create a new parameter. The Apply On Account
Entry parameter window appears.

3 On the Selection tab, enter the vendor key for the vendor for
whom you want to apply the on account amount.

Enter the document number to apply. The list of transactions
in the On Account Document Number field lookup includes
only transactions with a document number of ONACT.

4 Save the parameters if desired, then select Process. A process
monitor window indicating the progress of the loading vouch-
ers is displayed.

5 When all the vouchers are loaded, the Apply On Account
Entry window containing the vouchers is displayed.

6 Select the vouchers to be paid or partially paid by the on-
account debit memo.

Note: Discounts are not automatically taken when
applying an on-account debit memo. If you want to take a
discount on a voucher, use the force discount button.

7 Click Save after the on-account debit memo has been applied.

Need more information? Press F1.

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Applying On Account Payments

Apply On Account Entry Window

Description When you process your selections, the Apply On Account Entry
window containing the vouchers you selected is displayed.

Special toolbar There are several toolbar buttons that provide special functionality in
buttons Apply On Account Entry. These functions can be accessed from the
menu or toolbar.

Refer to “Special toolbar buttons” on page 208 for information on the
toolbar buttons.

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CHAPTER 9 Processing Voucher Payments

How to Apply On Account Payments

Procedure Use the following procedure to apply on account payments:

Step Action

1 On the line item window, choose the voucher to be paid by the
on account amount. The on account amount is displayed in the
Document Amount field at the bottom of the line item win-
dow, as are apply totals and pertinent line item information.

Note: Discounts are not automatically taken when
applying an on-account debit memo. If you want to take a
discount on a voucher, use the force discount button.

Enter the amount in each line, in the Apply and Discount
Taken fields, that you want to apply the on account amount.
The Remaining column is calculated for each line item using
the following formula:

Remaining Amount = Open – Apply – Discount Taken

2 Once the desired vouchers have been selected, save the
records.

Need more information? Press F1.

Results The following table discusses the verification of balances between the
on account entry and the voucher paid.

If the apply amount plus Then...
discount-taken amount:

equals the open voucher the Remaining field displays a zero
amount amount. The voucher is considered
paid in full.

is less than the open voucher the remaining voucher amount is
amount automatically selected for payment.
A check is printed for the remaining
(open) amount when you print and
post voucher payments.

228 Accounts Payable User’s Guide

Applying On Account Payments

If the apply amount plus Then...
discount-taken amount:

is more than the open voucher you can reapply the remaining on
amount account amount to the vendor’s
account as an “ONACT” transaction
by choosing Put On Account. The
remaining balance is placed back on
account. This balance can then be
applied at a later time.

Over-applying an If the applied amount exceeds the on account document total, you
amount cannot save the transaction. To continue, adjust the vouchers selected
for payment.

If the on account amount was incorrectly entered, you can do one of
the following:

• Force the currently selected voucher to equal the on account
amount to save the transaction. Then make the appropriate
adjustments on the voucher.

• Choose not to save the transaction. Then reapply the on account
amount correctly.

Under-applying an If the on account document total is not completely applied against the
amount displayed vouchers, you can place the remainder on account by
choosing Put On Account. This on account balance can be reapplied
at a later time in the Apply On Account Entry window.

Partially paying When selecting certain vouchers for payment, you can enter a partial
vouchers amount to pay, leaving the remaining balance to be paid when the
voucher payments are posted.

Placing vouchers on You can selectively put any posted voucher on hold. This allows you
hold to prevent a payment from being issued for a voucher where there
may be a dispute.

If you want to place a voucher on hold, choose Change Status.

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No payment can be issued for this voucher until you remove the hold
status to make the voucher available again for selecting for payment
by choosing Change Status again.

Multiple on account You can apply multiple on account payments (debit memos or
entries on one prepayments) to one voucher by applying one on account payment
voucher after another without printing and posting voucher payments. Once
all on account payments are applied, you can then print and post
voucher payments.

Forcing a discount Any amount which appears in the Discount Available field represents
an eligible discount. If the discount date has been exceeded, the
discount is no longer eligible and the amount does not appear. You
can force the system to calculate the discount, if the discount date has
been passed, and you still want to take advantage of the discount
offered. If you do so, the discount amount is subtracted from the
balance amount.

To force the discount, choose Pay All, Force Discount or Pay Line,
Force Discount and the system calculates the discount amount (if the
terms of the voucher provided for a discount). If a discount amount is
not available, you can manually enter one in the Discount Taken field.

Changing check To correct an unposted on account entry, enter the desired apply to
details document number to be edited. Once a valid number is entered, the
selected detail is displayed. You can then edit the appropriate fields,
and save the changes.

Unselecting a single If a voucher is mistakenly selected for payment or you decide not to
voucher for issue a check for a particular voucher, you can unselect a voucher for
payment payment prior to printing and posting checks. To unselect a voucher,
place your cursor on the appropriate line item and clear the pay
amount.

Unselecting If multiple vouchers for a vendor are mistakenly selected and you
multiple vouchers want to unselect them for payment, you can choose Unpay All and all
for payment of the pay amounts and discount amounts are cleared. You can then
reselect the desired vouchers for payment.

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Applying On Account Payments

Paying a voucher If you need to enter a handwritten check and apply a debit memo to
with a debit memo completely pay a voucher, you must enter and post the handwritten
and a handwritten check before applying the debit memo. This is because the debit
check memo should completely pay the voucher. If the debit memo only
partially paid the voucher, the remaining balance is automatically
selected for payment with a system generated check.

Deleting an You can delete an unposted on account payment in Apply On
unposted on Account Entry by recalling the transaction to the screen and choosing
account entry Delete Check on the parameter window. When you delete the on
account entry, all vouchers selected to be paid by the on account entry
are available for payment again.

Project costing If you use Apply on Account Entry to post a payment related to a
effect voucher that has a Project Reference; along with posting the payment
to Accounts Payable, the system creates an AP Payment transaction
and posts it to the Project Costing current transaction file. The project
costing transaction will have zero (0) in the Units field.

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CHAPTER 9 Processing Voucher Payments

Generating Unposted Payment Reports

Overview Before you print checks, you can review the amounts to be printed for
the vouchers by generating an unposted payment report.
Introduction
Types of reports There are two unposted payment reports available:

In this section • Unposted Voucher Payment report
• Unposted Handwritten Check report

The following table provides a description of the reports:

Report Description

Unposted Voucher Displays transactions selected in Voucher
Payment Payment Entry, Apply On Account Entry,
and those transactions that qualify for pay-
ment based on their date (the invoice due
date is on or before the report date). This
report does not include handwritten check
information.

Unposted Handwritten Displays only transactions paid by a hand-

Check written check.

This section contains the following topics: Page

Topic 233
Unposted Voucher Payment Report 234
Unposted Handwritten Check Report

232 Accounts Payable User’s Guide

Generating Unposted Payment Reports

Unposted Voucher Payment Report

Description The Unposted Voucher Payment report allows you to:

• Review vouchers that would qualify for payment before the
vouchers are paid, based on a specified pay through and discount
date or a selected account and range of vendors

• Report the open invoice amount, the amount selected for
payment, the discount taken amount, and the net payment amount

• Review the total amount of debit memos on account for each
vendor

The Unposted Voucher Payment report’s Payment Filter tab contains
the same fields used for the Print and Post Voucher Payments menu
item. Therefore, if you use the same parameter settings, you can be
sure that the actual check printing is the same as the report details.

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CHAPTER 9 Processing Voucher Payments

Sample report To view a sample Unposted Voucher Payment report, click the
following link.

Unposted Handwritten Check Report

Description The Unposted Handwritten Check report allows you to view the open
voucher amount, the amount selected for payment, the discount taken
amount, and the net handwritten check amount.

234 Accounts Payable User’s Guide

Printing and Posting Payments

Printing and Posting Payments

Overview There are two ways of printing and posting payments:

Introduction • Post Handwritten Check
• Print and Post Voucher Payment
Check dates
In this section The following table provides a description of the menu items:

Menu Item Description

Post Handwritten Check Posts only handwritten checks

Print and Post Voucher Prints checks and posts payments for all
Payment transactions that have been processed in
Voucher Payment Entry or Apply On
Account Entry.

Checks are dated with the current processing date of the PAS. The
processing date of a check determines the dates of the credit to a cash
account and debit to an Accounts Payable account.

This section contains the following topics: Page

Topic 236
Posting Handwritten Checks 238
Print and Post Voucher Payment Windows 238
Determining Which Checks To Print And Post 240
How to Print and Post Voucher Payments

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CHAPTER 9 Processing Voucher Payments

Posting Handwritten Checks

Description The Post Handwritten Check menu item posts all payments assigned
a check number, check date, check amount, and discount taken
amount. Since these transactions are considered to be “after the fact,”
you do not need to print out a check. This post applies the handwritten
check entered against the voucher selected to be paid.

Routing and Refer to the System Basics User’s Guide for information on the
Distribution tabs Routing and Distribution tabs.

236 Accounts Payable User’s Guide