Combine Invoices for the Credit Card Vendor into One Invoice

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When entering an invoice for the monthly credit card statement, you can combine invoices entered throughout the month for your credit card vendor into one invoice. Combine invoices if you performed a large number of invoice and purchase transfers throughout the period but want to print one invoice (the entire statement amount) on the check stub. Use this procedure to combine all individual invoices for your credit card vendor entered throughout the month's statement into one invoice. For more information, see Credit Card Transfers FAQs.

You can combine invoices by entering the new invoice in Accounts Payable Invoice Data Entry or by creating the invoice on the fly in Manual Check and Payment Entry.

 

Use one of the following procedures to combine invoices for credit card vendors:

 

To combine credit card vendor invoices using Invoice Data Entry

  1. Select Accounts Payable Main menu > Invoice Data Entry.
  2. In the Vendor No. field, enter the credit card vendor number. For more information, see A/P Invoice Data Entry - Fields.
  3. In the Invoice No. field, enter a new invoice number.
  4. On the Header tab, enter the invoice information.
  5. Click the Lines tab, and click the Transfer Information button.
  6. In the Purchase Vendor Transfer window, in the Vendor Number field, enter the credit card vendor number entered in step 2, and click Select. For more information, see Purchase Vendor Transfer - Fields.
  7. In the Select Vendor Transfer Invoices window, select the invoices to combine into the current invoice, and click OK. For more information, see Select Invoices - Fields.

    8. Note Invoices that reference jobs must be selected individually in the Invoice Number field in the Purchase Vendor Transfer window to distribute the payment properly to the job. Invoices that reference jobs are not listed in the Select Vendor Transfer Invoices window.

  8. In the Purchase Vendor Transfer window, click OK.

    9. Note If multiple invoices were selected in Select Vendor Transfer Invoices, MULTIPLE appears at the Invoice Number field in the Purchase Vendor Transfer window. The total amount of the invoices appears in the Transfer Amount field.

  9. In Invoice Data Entry, click Accept.

The selected invoices for the credit card vendor are combined.

 

To combine credit card vendor invoices on the fly using Manual Check and Payment Entry

  1. Select Accounts Payable Main menu > Manual Check and Payment Entry.
  2. Enter the bank code and check number. For more information, see Manual Check and Payment Entry - Fields.
  3. In the Vendor Number field, enter the credit card vendor number.
  4. In the Check Date, Check Amount, and Comment fields, enter the check information for the credit card vendor.
  5. Click the Lines tab, and then click the Create G/L Distribution button.
  6. In the General Ledger Distribution window, click the Transfer Information button.
  7. In the Purchase Vendor Transfer window, in the Vendor Number field, enter the credit card vendor number entered in step 3, and click Select. For more information, see Purchase Vendor Transfer - Fields.
  8. In the Select Vendor Transfer Invoices window, select the invoices to combine into the current invoice, and click OK. For more information, see Select Invoices - Fields.

    9. Note Invoices that reference jobs must be selected individually in the Invoice Number field in the Purchase Vendor Transfer window to distribute the payment properly to the job. Invoices that reference jobs are not listed in the Select Vendor Transfer Invoices window.

  9. In the Purchase Vendor Transfer window, click OK.

    10. Note If multiple invoices were selected in Select Vendor Transfer Invoices, MULTIPLE appears at the Invoice Number field in the Purchase Vendor Transfer window. The total amount of the invoices appears in the Transfer Amount field.

  10. In the General Ledger Distribution window, click Accept.

The selected invoices for the credit card vendor are combined.