Check and Electronic Payment
Maintenance
Enter the vendor number for the first check to add or change, or click the Lookup button to list all vendor numbers.
Alternately, start typing a vendor name to locate a record. As you type, a list of records matching your entry appears. You can then select a record from the list, and the vendor number will appear in the field.
Click the Check and Electronic Payment Entries button to select a vendor number previously selected for payment. The Check and Electronic Payment Entry List window also displays the check entry numbers that were assigned automatically during Invoice Payment Selection.
- If the Separate Check check box is selected for an invoice, a check entry number from 001 through 999 is assigned to the invoice.
- If the Separate Check check box is cleared for an invoice, 001 is assigned as the check entry number to the invoice.
- If you enter a vendor whose status is set to Inactive in Vendor Maintenance, a message appears warning that the vendor is inactive and cannot be used. If you have the appropriate security setup, you can continue; otherwise, select a different vendor or change the vendor status to Active or Temporary.
A new vendor number can be added on the fly. The Vendor Maintenance (On the Fly) window appears; some nonessential fields are omitted to speed data entry. Access Vendor Maintenance at a later time to complete the remaining entries for a new vendor.
Click the field hyperlink to launch this field's associated maintenance task. If a value is entered in this field, the associated data is displayed in the maintenance window. The maintenance task can be accessed only with the appropriate security setup.
Click the Memo button to view, create, or maintain memos. The Memo button is available only if the appropriate memo type has been set up in Memo Manager Maintenance for this task. If a memo already exists for this task, the Memo button appears yellow. If a memo does not exist, the Memo button appears blue. For more information, see Memo Maintenance.
This field displays the name of the selected vendor and can only be viewed.
Type an entry number to identify the check. A separate check is printed for each entry.
Type a comment to print on the check stub.
Select this check box if you want the vendor to be paid electronically. Clear this check box if you want the vendor to be paid by check. Select this check box only if the selected vendor has a bank account for which the Pre-Note Sent field is set to Approved, and the value in the Percent/Amount field is greater than zero in the Vendor Electronic Payment window.
This check box is automatically selected under the following circumstances, but you can clear it to pay the vendor by check.
- You create an entry in this task for an electronic payment vendor that has an approved bank account with a distribution percent/amount greater than zero.
- You select an entry created through Invoice Payment Selection for a vendor that is being paid electronically.
If this check box is selected, the electronic payment will be distributed based on the order of the vendor's bank accounts in the Vendor Electronic Payment window.
This check box is available only if the Enable ACH Electronic Payments check box is selected in Accounts Payable Options and if the Electronic Payment check box is selected in Vendor Maintenance for the selected vendor.
This field displays the total amount that will be paid electronically to the selected vendor and can only be viewed; it is automatically updated when invoices are added or deleted or when the payment amount is changed.
The buttons located above the primary grid allow you to select Check and Electronic Payment Maintenance invoices and distribute the payment amount to Job Cost detail lines.
For more information, see:
Quick Row
This field displays the number of the selected row in the primary grid. Additional fields for the selected row appear in the secondary grid. Enter a row number to view or edit information for a different row, or click the Find Row button to search for a row in the Search Grid window.
Line Number
This field displays the line number in the grid and can only be viewed. The line number appears red for lines that are new or modified. After the Accept button is clicked, the line number changes from red to black.
Enter the vendor invoice number to pay, or click the Lookup button to list all invoices for this vendor and check entry number. The invoice entered must be in the Open Invoice file.
Enter the discount amount to take for the invoice, or click the Calculator button to enter an amount using the calculator.
Note You cannot enter amounts in the Discount Amount and Payment Amount fields that reduce the invoice balance to less than zero. You also cannot apply a negative payment against a normal invoice or a positive adjustment to a credit memo (invoice with a credit balance). You can enter negative amounts for a credit memo to apply the credit against another invoice. Any adjustments against an invoice balance must be made using A/P Invoice Data Entry.
Enter an amount to make a partial payment, or click the Calculator button to enter an amount using the calculator.
Note You cannot enter amounts in the Discount Amount and Payment Amount fields that reduce the invoice balance to less than zero. You also cannot apply a negative payment against a normal invoice or a positive adjustment to a credit memo (invoice with a credit balance). You can enter negative amounts for a credit memo to apply the credit against another invoice. Any adjustments against an invoice balance must be made using A/P Invoice Data Entry.
