Introduction
This article introduces three payment scenarios.
- Scenario A: Make a full or partial payment for a single AP (Accounts Payable) invoice
- Scenario B: Make full payments for multiple AP invoices from the same vendor
- Scenario C: Make full payments for AP invoices from multiple vendors
Note: By default, this feature is available only to users with the roles of General Manager, Accounting Manager, and Accounting role.
Making a Payment: Scenario-Based Examples
(A) Make a full or partial payment for a single AP entry
Full Payment:
1. Go to the AP invoice entry page and click on “Tools” > “Make Payment."
2. You will be directed to the "Make Payment" page, where the system will automatically populate the "Paid To" field from the AP invoice.
3. Ensure that the correct payment bank is selected in the "Bank" field and that all payment details are accurate. The system will automatically fill in the Full Payment amount.
4. Click "Save."
5. The AP invoice status will be updated to “Full Payment."
Partial Payment:
If you are making a partial payment, adjust the payment amount accordingly. For example, if the "Invoice AMT" is $4,000 and you enter $3,000 in the "Payment" field, the "Balance AMT" will display as $1,000.
After saving this payment file, the “Status” of the AP invoice will be displayed as “Partial Balance”, and you can view the remaining unpaid amount in the "Amount Due" column.
The next time you pay the balance of this AP invoice, simply go to "Tools" > "Make Payment" and repeat the process.
Once the payments have been made, click "Tools" > "Payment History" on the invoice entry page to review previously made payments. You can also click the Post Date hyperlink to navigate directly to the payment page.
(B) Make full payments for multiple AP invoices from the same vendor
1. Navigate to “Accounting” > “Payment” > “Make Payment” on the navigation bar
2. Choose a "Payment Level" to categorize the payment. Note: Payments categorized under Level 2 are designed for higher-level, more confidential accounting data and are accessible only to the General Manager and Accounting Manager.
3. Select the vendor to whom you are making the payment in the “Paid To” field. In this example, we select “3M COMPANY.”
4. After entering “Paid To,” the Invoice Search section will appear below. Click “Search” to display the APs for the selected vendor.
5. Select the appropriate bank in the “Bank” field. In this example, we select “Wells Fargo”.
6. Check the invoices you wish to pay and enter the payment amount. Note: Once selected, the system will automatically populate the full payment amount for the invoice. If you are making a partial payment, you can manually adjust the amount.
7. Click “Save.”
(C) Make full Payments for Multiple Vendors’ AP invoices
You may need to make a single payment that covers multiple vendors’ AP invoices in the following scenarios:
- Your vendor has both a headquarters and branch offices, and you are issuing payment to the headquarters on behalf of both entities.
- Your Vendor A is receiving payment on behalf of Vendor B, and they will handle reconciliation internally.
To make payments for multiple vendors' AP invoices, go to Accounting > Payment > Make Payment from the navigation bar and follow the steps below.
Choose a “Payment Level” to classify the payment. Payments categorized under Level 2 can only be viewed by the General Manager and Accounting Manager.
1. Select the vendor you are paying. For example, we select "BAILEY GROUP.”
2. Choose a bank from the “Bank” field. In this instance, we choose Bank 2.
3. After entering “Paid To,” the Invoice Search section will appear below. Select another partner in “Paid To” from the “Search” Bar; in this example, we choose vendor “111.”
4. Click “Search” to check the APs under Vendor 111.
5. Check the invoices you wish to pay and enter the payment amount if necessary. Note: Once selected, the system will automatically populate the full payment amount for the invoice. If you are making a partial payment, you can manually adjust the amount.
6. Next, you can select an additional Trade Partner, such as “AARON AIRLINES” in this example. Click "Search", and the invoices associated with AARON AIRLINES will be displayed in the list below.
7. Check the invoices you wish to pay and enter the payment amount if necessary.
8. Click “Save."
9. This payment will cover the AP invoices for both “AARON AIRLINES” and “111” accounts. You will be making the payment to BAILEY GROUP.
For a visual guide on this feature, please refer to the following video: