Posting Partial Payments in A/P

You can post partial payments. When you do, you should post the partial payments to a single invoice. To do this, assign each payment the same invoice number with different extensions. For example, to post three partial payments for invoice 123, you could post the payments to invoices 123-1, 123-2, 123-3. Also, be sure to enter the appropriate due dates for each invoice. Suppose you want to divide a $500 payment into five separate months. You could enter an invoice for $100 and assign it invoice number 123-1, due August 31. The second invoice could be be for another $100 and assigned invoice number 123-2, due on September 30, and so forth.

To post a partial payment:

1 Double-click the Generate/AP_ICON16.gif icon. The Accounts Payable Posting window opens, displaying the Invoice tab.

2 Select the vendor for whom you are posting a credit memo. 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 you want to make the partial payment to.

5 After you enter the invoice number, the invoice date and discount percentage appear in the Invoice and Disc % boxes. The cursor moves to the Total $ box. In this box, you can enter the credit memo total, or leave the box blank. Press Tab.

Note: If you enter an amount in the Total $ box and do not specify the exact amount when posting partial payments, you will be notified that the amount you entered in the Total $ box and the amount you specified for partial payments do not match. The Total $ box acts as a guideline to ensure that you enter the proper amount when posting partial payments.

6 The cursor moves to the Invoice date box. At this point, you can change the invoice date, voucher and net date.

To change the invoice date, enter the current date.

To change the voucher date, enter the date of the original invoice you are applying the partial payment to.

To change the net date, enter the date of the original invoice you are applying the partial payment to.

7 Next click the Payments box and enter the amount of the partial payment, and press Tab.

8 The Rev GL box represents the reverse general ledger number for this transaction. With the cursor in the Rev GL box, click the down arrow and click the appropriate reverse general ledger account number that this line entry applies to, and press Tab.

9 In the Remarks box, enter the general ledger information that describes this line entry. For example, you might enter PARTIAL PAY. You can enter up to 14 alphanumeric characters.

Note: Do not use the words DISCOUNT or DISC in the Remarks box. If you do, the information stays in the system and cannot be deleted.

10 In the PO Number box, you can enter a purchase order number for your own reference.

11 The Disc% box and corresponding Discount $ boxes display the discount percent and discount amount, if any. You can accept the default amounts, or click the appropriate box and enter the discount percentage or amount for this partial payment.

12 If you are posting a partial payment with a hand-written check, enter the check number in the Check # box.

13 Press Enter. The partial payment moves down one line, and the cursor returns to the Charges box. At this point, you can post another entry to the same invoice number for this vendor. To do so, enter the information for this line of the credit memo in the Payments through Check # boxes.

14 When you finish this line, press Enter. You can continue to enter as many partial payments to the invoice as necessary. After you finish, you can post the information. Go to Posting A/P Information.