Payment Entry

Menu Path: Accounts Payable $Images\bluerarw.gif$ Payments $Images\bluerarw.gif$ Payment Entry

Purpose

Record payments for vouchers.

Overview

Use Payment Entry to complete the payment process for vouchers that have been paid with a manual check, wire transfer, or other method of payment. After selecting vouchers for payment, you can use Payment Entry to finish the payment cycle and associate the payment ID with the voucher.

NOTE To complete a payment, you must first select the vouchers to be paid in Voucher Payment Select. Payment for vouchers with a payment method of check must be processed in Check Print. Payment for vouchers with a payment method of direct deposit must be processed in Direct Deposit Payment Entry.

If the Auto Print Remittance Advice check box is selected on the Other Options tab in Supplier Maintenance for a supplier you are paying, a remittance advice is output after you complete a payment for the supplier.

For information on the manual check process flow, see Manual Check Process FAQ.

Completing Payments

To complete payments:

Enter a cash account against which payments will be applied in the Cash Account field. The available amount in the account displays in the Available Amount field.
Click the Lookup button to the right of the Payment Method field, and select the payment method for the vouchers you are paying.
Enter a payment batch number in the Payment Batch # field.
If you want to complete payments for a specific supplier, clear the All Suppliers check box, and enter a supplier name or code in the Supplier Code or Supplier Name field.
Click the Lookup button to the right of the Currency field, and select the currency for the vouchers you are paying.
If there are payments you do not want to complete in the Vouchers grid, clear the check box in the Select column.
Click the Lookup buttons to the right of the Posting Period and Year fields, and select the posting period and year for the payments.
Enter a payment ID in the Payment ID field.
Enter a date for the payment in the Payment Date field.
Click the Lookup button to the right of the Payment Currency field, and select the currency you want to use to pay the vouchers.
If the currencies in the Currency and/or Payment Currency fields are different from the general ledger currency, enter the exchange rate in the Voucher (X) to G/L (Y) field and/or Payment (X) to G/L (Y) field.
Enter a remark about the payment in the Payment Remark field.
If suppliers for the payments are set up to receive remittance advices, click the Print Options tab, and select output options for the remittance advices.
Click the Complete Payment button in the ribbon. The payment is completed.

Ribbon Home Tab Buttons

Button	Description
Exit	Click this button to close the Payment Entry window.
Show Data	Click this button to display data based on the selected criteria.
Select All	Click this button to select the check box in the Select column in the Vouchers grid for all displayed vouchers.
Deselect All	Click this button to clear the check box in the Select column in the Vouchers grid for all displayed vouchers.
Complete Payment	Click this button to complete and update the selected payment. Completing the payment verifies that the transaction was completed.
Voucher Detail	Click this button to display A/P Detail, which allows you to view voucher detail information for a selected voucher.
Payment Method	Click this button to display Update Payment Method for Voucher, which allows you to change the payment method for a selected voucher.

Fields and Buttons

Field or Button	Description
Cash Account	Enter a cash account against which the payment(s) will be made, or click the Lookup button to select an account. This defaults to the cash account for the first displayed voucher, or if no cash account is specified for the first voucher, to the system default cash account.
Payment Method	Click the Lookup button to select a payment method for which you want to pay vouchers, or select All to select all payment methods
Available Amount	This field displays the total available amount in the selected cash account.
Payment Batch #	Enter the batch number associated with the payment(s), or click the Lookup button to select the batch number.
All Suppliers	Select this check box to pay vouchers for all suppliers. This check box is selected by default unless you access this window from Voucher Payment Select.
Supplier Code	Enter the supplier code for which you want to pay vouchers, or click the Lookup button to select a supplier code. This field is only enabled if the All Suppliers check box is cleared.
Supplier Name	Enter the supplier name for which you want to pay vouchers, or click the Lookup button to select a supplier name. This field is only enabled if the All Suppliers check box is cleared.

Main Tab Fields and Buttons

Field or Button	Description
Currency	Click the Lookup button to select the currency of the vouchers.
Vouchers	This grid displays vouchers available for payment based on the selected criteria. Only vouchers that were selected for payment in Voucher Payment Select appear in this grid. Select the check box in the Select column for vouchers you want to complete the payment process. You can clear the check box in the Use Override Exchange Rate column or enter an exchange rate in the Override Currency Exchange Rate column if you want to change the override exchange rate for a voucher entered in a currency other than the functional ledger currency. You can enter a value in the Conversion Rate for Payment Currency column if the currency for a selected voucher is different from the selected payment currency and there are multiple currencies for selected vouchers.
Posting Period	Click the Lookup button to select the period against which the payment(s) will be posted.
Year	Click the Lookup button to select the year against which the payment(s) will be posted.
Payment Amount	This field displays the sum of all vouchers being paid.
Payment ID	Enter an alphanumeric identifier for the payment(s).
Payment Currency	Click the Lookup button to select the currency for the payment(s).
Payment Date	Enter a date for the payment, or click the drop-down arrow to select the date. This defaults to the current date.
# of Vouchers	This field displays the number of selected vouchers (vouchers for which the check box is selected in the Select column in the Vouchers grid).
Voucher (X) to G/L (Y)	Enter the rate of exchange from the selected currency in the Currency field to the general ledger currency. This field is only available if a specific currency is selected for the Currency field and it is different from the general ledger currency, and the currency selected for the Payment Currency field is different from the currency selected for the Currency field. For a single voucher, this defaults to the override exchange rate entered for the voucher, or if no override exchange rate was entered, the default exchange rate for the two currencies. If entering a payment for multiple vouchers with override exchange rates, this defaults to a weighted average of the exchange rates.
Payment (X) to G/L (Y)	Enter the rate of exchange from the selected currency in the Payment Currency field to the general ledger currency. This field is only available if the currency selected for the Payment Currency field is different from the general ledger currency. This defaults to the default exchange rate for the two currencies.
Payment Remark	Enter a remark about the payment.

Print Options Tab Fields and Buttons

Field or Button	Description
Output Option	Select one of the following output options: Screen - Output to a PDF so you can immediately view the remittance advice. Contact - Output to the supplier's contact. The contact must be set up to receive remittance advices.
Save Report File	Select this check box to save the Crystal Reports report (.rpt) file for the report to the folder entered in the Report Working Directory field for your user ID in User Profile Maintenance. You can use the report file to customize the report. For more information, see Crystal Reports FAQ. This check box is only available if you select the Screen radio button.
Save Access Database File	Select this check box to save the Access database (.mdb) file for the report to the folder entered in the Report Working Directory field for your user ID in User Profile Maintenance. You can use the Access database file to customize the report. For more information, see Crystal Reports FAQ. This check box is only available if you select the Screen radio button.
Print Full Heading on All Pages	Select this check box to include the entire heading from the first page of the report on all pages of the report. This check box is cleared by default, and only enabled if you select the Screen radio button.
Print Title Line on All Pages	Select this check box to include the report title, page number, and printed date/time on all pages of the report. This check box is selected by default and only enabled if you select the Screen radio button, and if the Print Full Heading on All Pages check box is cleared.
Horizontal Shading	Select this check box to include horizontal shading on alternate lines of the report to make it easier to read report data. This check box is cleared by default, and is only enabled if you select the Screen radio button.
Collate	This check box is disabled in this window.
Horizontal Shading Color	Click the Lookup button to select the color of horizontal shading on the report. This Lookup button is only enabled if you select the Horizontal Shading check box.
Number of Copies	This field is disabled in this window.