Manually Paying Bills
This window lets you enter payments to vendors through hand-written checks or via credit card. It is opened when you press the [Manual] button in Vendor Invoices.
This button is active only if the selected record is an open invoice. In Simple Accounting, an Open Invoice is a Vendor Invoice with a balance due greater than zero. It is indicated in the browse by a PAYMENT STATUS ofO and is displayed in the color red.
THREE TYPES OF PAYMENTS
The Manual Payment window allows you make payment in one of three ways:
1. By manually entering the number and amount of a hand written check.
2. By charging the invoice to another vendors account (such as Visa, American Express or to your account with any other vendor.)
3. By recording a Petty Cash transaction.
Procedures
PAYING A SINGLE BILL
1. Press the [Untag All] to make certain that no bills are currently tagged. It is very important that no bills are tagged if you are going to pay a single Bill.
2. Select the Bill that you want to pay manually.
3. Click on the [Manual] button. The Manual Payment Window opens.
4. Fill out the form as discussed below and press [OK]
PAYING MULTIPLE BILLS
You can also pay multiple bills from the same Vendor ID. To do so, follow these steps:
1. Press the [Untag All] to make certain that no Bills are tagged before you proceed.
2. Tag the bills you wish to pay manually. As you tag each record, you use the same window to select the amount to pay as you would when selecting bills to pay when printing A/P Checks. The process is the same.
All tagged records must be from the same Vendor ID. You cannot pay multiple vendors on the same Manual Payment!
3. Click on the [Manual] button. The Manual Payment Window opens.
4. Fill out the form as discussed below and press [OK]
Fields
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AMOUNT TO PAY |
Enter the amount paid. This does not have to equal the total of the invoice. If you pay less than the total, the remainder is posted to A/P as an open item. If you overpay, the overage is posted as an open debit invoice into vendor invoices that you can later offset with an open credit by pressing the [Apply Credit] button. The above only applies if you are paying one Bill at a time. This field may only be edited if you are paying one Bill at a time.
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PAYMENT DATE
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Enter the date the check or credit card payment was made. |
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DISCOUNT |
Enter any discounts taken. The above only applies if you are paying one Bill at a time. This field may only be edited if you are paying one Bill at a time.
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G/L ACCOUNT PURCHASE DISCOUNT |
Enter the general ledger account to which the purchase discount will be applied. This defaults to the default account set in Setup Global Options. The above only applies if you are paying one Bill at a time. This field may only be edited if you are paying one Bill at a time.
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PAYMENT TYPE
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Select the appropriate payment type from these selections: |
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Check |
To record a manual check, simply enter the Check number in this field. In the BANK field immediately below, be sure to select the correct bank account. You may use the [tooltip slug="field-lookup-button"]field lookup button[/tooltip] to select a Bank Account. This will post the Check Number to the Check Register.
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Petty Cash |
Choosing this option is similar to selecting the Check option above, but your Petty Cash Account is pre-selected. Also, the Check Number field is automatically filled in with a unique Transaction ID, since these payments often do not involve a physical Check Number. This posts the Check Number to the Check Register.
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Charge To |
To pay an invoice by credit card select this option. This activates the VENDOR ID field immediately at right. Enter the Vendor of the the credit card account being used. When you press [OK], the original Bill(s) will be marked as ‘Paid’ and a new Bill created for the Charge To vendor in the A/P Bills browse. In effect, this transfers the debt from the original Vendor to the Charge To Vendor. When the time arrives to pay the Charge To Vendor, simply tag the new entry in the normal manner for payment. |
You can use this to not only pay credit cards (such as Visa, American Express, etc.) but to transfer the debt for the Bill to any other Vendor.
After the transaction is [Ok]ed you will be prompted to print or fax a Payment Authorization form to the Charge To Vendor.
You tag records in