Paying A/P Invoices

Paying A/P Invoices with System-Generated Checks

When you let the system generate checks, the system determines which invoices to pay by using the AP-PAY file created and updated from the Accounts Payable Posting Payments tab. When you print checks from the Standard A/P Reports menu, you enter the beginning check number. The system prints a check for each vendor beginning with the check number you specify. For details on printing checks, see Printing A/P Checks.

To change the dates:

1      Double-click the icon. The Accounts Payable Posting window opens, displaying the Invoice tab.

2      Select the vendor for whom you are changing the voucher or net date. If you need instructions, see Selecting a Vendor in Accounts Payable.

3      After you select a vendor, the Accounts Payable Batch Information dialog box opens. Specify the batch number, the general ledger number, the posting date, the posting period, and the fiscal year for this transaction. Click OK. For detailed instructions, see Specifying A/P Batch Information.

4      When the cursor moves to the Invoice # box, enter the number of the invoice for which you want to change voucher and/or net dates and press Enter.

5      After you enter the invoice number, the invoice date and discount percentage appear in the Invoice and Disc % boxes. When the cursor moves to the Total $ box, enter the amount you want to pay on this invoice and press Tab.

6      At this point, you can change the voucher and net date.

    To pay this invoice, enter the system date or text voucher in the Voucher box. (If you create the AP-PAY file so you can pay the invoice in the Accounts Payable Posting Payments tab, you must use a numerical voucher. You cannot use a alpha text voucher.)

    If you changed the voucher date to be later than the net date, you must change the net date in the Net box. For example, if the net date is 09/15/02, and you change the voucher date to 09/17/02, you must change the net date to 09/17/02 or later.

7      In the Disc % box, you can change the amount of the discount percentage for this invoice.

8      When you finish entering information, click Post.

9      When the Are You Sure You Want to Save the Records message appears, click Yes. The Posting message appears while the information is posted.

10      The next step is to print your system-generated checks. For details, see Printing A/P Checks.

11      Once your system-generated checks have printed, you release your checks. For details, see, Releasing A/P Checks.