Pay Suppliers

General Information

This screen lets you create vendor payments for vendor invoices. This function is used after receiving has been done on purchase orders using the Receive Product function.

After payments have been created using this screen, you use the Print Supplier Checks option to generate and print the checks for the payments. In those cases where a prepayment is required (for a COD delivery), the screen also enables you select to pay an invoice with a "manual" check that you write from a check book used for such purposes.

How to Use the Screen

1. Use one of the "Find Payables By" lookup fields to create a list of invoices to be paid. If you are using the Supplier ID to find and list invoices, you can use the F2 key to lookup the supplier code or to create a list of invoices for more than one supplier.

2. Select the TRANSACTION TYPE: "Computer Check" automatically includes the transaction(s) in the next run of the Print Suppliers Checks function. "Manual Check" assumes that the check is being handwritten. "Adjustment" is typically used for anything in lieu of actual payment, such as a special exchange or barter arrangement, etc.   "Credit Card Payment" is used if the payment is being made by a credit card.

3. Select an invoice to be paid in the list.

4. Use the PAY or PAY AMOUNT buttons to apply full or partial payment to the invoice. Use the UNDO and/or UNDO LAST buttons to correct (back out) any payments applied in error.

5. Repeat steps 3 and 4 above until all invoices to be paid have been paid.

6. Press Create Transaction to create the transactions in the A/P Journal and exit the screen.

Viewing an Invoice

To view or edit an invoice, select the invoice on the list and press INVOICE DETAILS to display the A/P Transaction Item Details screen.

Note:  When viewing or editing an invoice you can modify the Net Terms and Discount in the A/P Transaction Item Details.

Adding a New Invoice (Creating a Credit Memo)

Periodically you may need to create a new invoice for which there has not been any corresponding purchases. This is typically done to create a credit memo when a supplier issues a credit to you that you want to use as payment towards another invoice from the same supplier. To create a new invoice, press the NEW INVOICE button to display a pop-up screen to select the supplier and enter the purchase order number with which the credit is to be associated. Press SAVE and the A/P Transaction Item Details screen is displayed to enable you to add the credit details for the new invoice.

Note: MOM will validate the PO number with the specified supplier.

Listing invoices with Prepayments

If you want to include invoices in the list that have already been paid, press SHOW PRE-PAYMENTS.