How Do You Record a Payment to a Vendor?
Explanation: When paying a vendor bill by check or credit card the list in the Bill-Pay screen will show all of the vendors with outstanding payables. The bottom section will show a mock check and also the payable detail of the vendor selected.
1. On the Vendor tab, under the Bill group, select Pay. A list of all vendors with current outstanding bills will show.
2. Select the vendor from the list to record a payment to. The vendor’s bills will populate at the bottom of the screen.
3. Verify the correct ledger and method is being used to pay the vendor (cash or credit) and date in the check area. Check number will be assigned during the Vendor-Bill-Check process.
4. Select the bills to be paid and enter the payment amounts.
5. When ** To Print** is shown in the upper right hand corner of the check, the system will generate a computer check.
6. Select “Handwritten Check” if this is a manual check or other type of payment. You can type a Reference in place of the check number. You can reference payments such as ATM, ATW, HWC or leave blank.
Enter a Vendor Bill Within Bill Pay?
When working in Bill Pay and you realize you are missing an invoice that needs to be paid
within this run, you can enter it on the fly from here using the “+ New Bill” button.
Once you select the action “+ New Bill”, a new tab will open for Bill New and the vendor or salesperson that is currently displayed in Bill Pay will default in as the vendor or salesperson selected. You can proceed to add the new payable invoice and process it.
Once the Bill New is processed, a notification will be sent to the Bill Pay tab.
Refreshing will add the new open payable to the bottom list of invoices. The payable invoice will not be checked. Any invoices that were checked previously will remain checked. You can then, manually select that payable invoice to pay it on this check.
The check footer totals and the top list that shows the vendor and aging values will be updated with the newly added payable record.
Note: In the situation where you have moved on to select a different vendor within Bill Pay, adding a new Bill New record will update the Bill Pay top list with a red icon next to the vendor.
Select the 'Refresh' icon next to the printer to update the top list totals to
reflect the newly added payable.
Once refreshed, you can now navigate to the vendor record in the top list and the bottom window will show the newly updated payable record and allow you to select it for payment.
Enter Payments for Vendors within Consolidate Bill Pay?
Note: This will not include salespersons or sales tax vendors. These will need to be paid manually in Vendor – Bill – Pay.
4. You may also indicate, by checking the box, to include invoices with discounts available if paid by selected due date.
5. Click the search button. Based on your selections, the appropriate records in the list will be selected. You may also manually select/unselect payable records.
6. While selecting records, you can see the current bank balance, along with running balances for discounts taken, payment amount and the bank balances less these payments.
7. Various information about each payable displays to the right of the vendor’s name. Two columns include popups for Pay To Address and 1099 amounts. A Memo column allows input for each vendor’s check.
8. The Negative Check column with a Yes in it indicates which selected records result in a negative vendor check. Vendor records must be unselected to remove those resulting in a negative check amount and to remove the validation prior to processing the check run.
9. The Printer icon allows viewing/printing the list of selected records at any time to review selected payments to each vendor. That list shows the records grouped by vendor. This is also a good place to look for negative checks to know what needs to be unchecked to clear the validation.
10. Select Process and Yes to continue.
11. Process the checks in Bill – Checks.