ACCOUNTS PAYABLE - New Payment

AP Payments can be processed manually, or by batch for Cheques / EFT (Electronic Funds Transfer)

 

• Manual Payment entry

• • open the AP Account you want to issue a cheque for
  • flag the transactions you want to pay

       

• • click on Payment

• • accept or change the Date
  • accept or change (User Settings permitting) the Payment GL Account this check will be drawn from
  • select the Print option

               

• • •  blank (ie: EFT, wire transfer)
    • Cheque - accept or change the Cheque No
    • Remittance - will not consume a Cheque number
  • accept or change (User Settings permitting) the Payment account this cheque will be drawn from

• • option to enter a Memo for internal reference
  • option to enter / change the Discount Amount or Discount % then check Take Discount
  • accept or change the Total cheque amount - if changed, shortage will be applied to last transaction, unless the Pay Amount is changed for each transaction
  • to print cheque, select from Post or Post and Review GL (or Alt+s)

           

• • • User Settings for this selection - Edit > User Settings > Accounts Payable
      • Modify GL Transaction
      • Modify Transactions by Default
        • 
        • 
  • from Spire Reports dialogue box, select the cheque(s) then select Print -or- Preview, then print from the Preview

               

• • Select Continue to print attachments if the details on any cheque stub contains too many lines (establish this value in Edit > Company Settings > Accounts Payable > Cheque Detail Limit)

             

• Batch Payment by Cheque 

• • select Payables to pay in one of 2 ways:
    • 1.  from the Accounts Payable list (filtered or unfiltered), select the accounts you want to pay

• • • • click Create Batch (will only load payable accounts you selected, that are not currently loaded in other batches)

                         

• • • 2.  without selecting any AP Accounts, click Create Batch and establish selection parameters:

             

• • • • Due By date
      • Currency (leave blank for home currency)
      • Payment Terms (leave blank for all)
      • Payment Account (bank)
    • click  Load Payables (any invoices in red are due to be paid)

• • • select Cheque Payment Method
    • option to enter a Note for this AP Batch
    • accept or change Starting Cheque No

• • • enter the Batch Date to be assigned to cheques and transactions
    • option to Select All Due based on Due Date listed -or- click into Pay to select all -or- click into each line to flag individually              

• • • Discounts options - if the Vendor has discount terms set up in their details (see Vendors), the discount amounts will be presented in the Discount column, whether they are expired or still valid

• • • • Take Expired Discounts - will take both valid and expired discounts off amounts payable
      • Take Available Discounts - will take only valid discounts off amounts payable
      • Don’t Take Discounts - will pay full invoice value on all transactions
      • alternatively, you can cheque Take Discount for individual transactions and enter discount amount or percentage
    • Open Vendor for selected item to view / edit Vendor details
    • View Transaction (user access permitting) to see how this invoice was posted to the General Ledger
    • View Purchase Order for selected item (if the invoice is resulting from a Purchase Order)
    • Save or Save Close to access / edit at a later time
    • Delete will delete the entire Batch
    • option to Print Pending Payments report
    • Post (or Alt+s) to print and post cheques to each Vendor’s account (transactions will be grouped onto one cheque per Vendor)

• • • • in the Spire Reports print dialogue box

                       

• • • • • select AP Cheque and / or any other reports or forms associated with this process

• • • • • select Printer
        • depending on your printer, you may have access to Duplex options
        • option to Save Defaults for the form / report selected (for current user)
        • click Print / Email / Print and Email / Preview
      • Did the cheques print successfully?

                             

• • • • • Yes - system will continue to process the batch
        • No - the Spire Reports print dialogue box will pop up again to select cheque to print
      • select Continue to print attachments if the details on any cheque stub contains too many lines

                           

• • • • • establish the Cheque Detail Limit in Edit > Company Settings > Accounts Payable

• • Batch Payment by EFT (Electronic Funds Transfer)
    • Setup
      • see GL Account configuration

                     

• • • • enter the Vendor’s bank information

                           

• • • continue as described above except you will choose the EFT Payment Method

                         

• • • Post (or Alt+s) to post the Payments to each Vendor’s account (transactions will be grouped onto one cheque per Vendor)
    • you will be prompted to Select EFT Settings

                             

• • • • confirm or change the GL Account you want to post this batch to                      
      • select from that GL Account's established EFT Settings
      • confirm or change the Process on date for the bank transaction
    • you will then be prompted for the Save File location for the file you can send to the bank
    • you will then be prompted to print the EFT Payment Remittance report and/or AP Cheque Remittance:
    • a prompt will popup with option to transfer payments from EFT GL Account to Bank GL Account

                       

• • • Yes - a transaction will be presented to transfer the total payment amounts from the EFT Payment GL Account to the Bank GL Account
    • No - you can manually create the transaction later

• • Payment / Invoice to One Time Vendor
    • Access - AP List
    • leave Type as Invoice
    • accept or change Date
    • accept or change Payment no. (User settings permitting)
    • Print cheque option (remove checkmark if it’s an EFT or debit or credit pmt)
    • optional Reference no.
    • option to refer this transaction to a Purchase no.
    • option to assign Terms / Due date for this transaction
    • identify Expense Account and Payment Account (bank )
    • enter a Memo to print out on the cheque stub
    • enter Name and Address information that is to print on the cheque
    • enter Total with option to change tax amounts
    • to post cheque and invoice, and to print cheque select select from Post or Post and Review GL (or Alt+s)
      • User Settings for this selection - Edit > User Settings > Accounts Receivable > Modify GL Transaction / Modify Transactions by Default