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How to Offset Multiple AR and AP Invoices from Different Parties Under One Payment

In certain situations, you may need to offset multiple Accounts Receivable (AR) invoices from different "bill-to" parties or multiple Accounts Payable (AP) invoices to various "vendor" parties under a single payment transaction to the same “Received From” or “Paid To” party. Follow these steps to efficiently utilize the "Show More Invoice(s)" function:

Steps to Offset Invoices from Different Parties Under One Payment:

  1. Navigate to the Payment Page
    • Access the Receive Payment page, for example, by going to Tools > Receive Payment on the invoice entry page that you would like to offset.
  2. Click on the "Show More Invoice" Button
    • On the payment page, click the “Show More Invoice(s)” button on your right-hand side to search for additional invoices.
  3. Select Different Parties for Invoice Search
    • The system will pre-fill the "Received From" or "Paid To" column with the party associated with the invoice you are currently viewing.
    • For example, if you're working with an AR invoice for ABBOTT INC, the system automatically fills in ABBOTT INC as the party for your search.
  4. Change the Search Party
    • Click the cross (X) button next to the pre-filled customer or vendor field to select a different party.
    • For example, choose 3M Company, and then click Search to find invoices related to that party.
  5. Select Invoices to Offset
    • Once you locate invoices from the selected party, check the box next to the invoice you want to include in the payment.
    • Repeat this process to add invoices from multiple parties as necessary.
  6. Repeat for All Desired Invoices
    • Continue searching for invoices from different parties until you have selected all the invoices you wish to offset under the same transaction.
    • For instance, you may add invoices from ACOSTA-HO or any other vendor or customer.
  7. Record the Transaction
    • After all invoices have been added, proceed with the payment process.
    • In the Payment Received List, only the “Received From” or “Paid To” will reflect the primary party associated with the transaction (e.g., ABBOTT INC).
  8. View Payment Details
    • To review specific invoices offset within a particular payment, navigate to Accounting > Payment > Payment Received List.
    • While observing the payment transaction, you'll see that only the main party (ABBOTT INC) is listed, but you can check individual invoices within the payment to identify which ones have been offset.

Conclusion

This method enables you to efficiently offset invoices from multiple parties under a single payment transaction.

For a visual guide on utilizing this feature, please refer to the following video: