Payment Maintenance

use check maintenance to complete the following activities void a check enter a manual check create an automated or manual prepayment access the check maintenance function from the expense options process steps void a check select a posted check from the posted automated or manual checks grid display select void check from the action menu you can also void the check if you open the form enter a manual check select new from the action menu complete the check header information selecting manual as the check type enter the manual check number select the vouchers paid select save on the action menu select post on the action menu system displays a dialog confirming the check was posted enter a prepayment select new from the action menu complete the check header information select manual or automated as the check type enter the check number if manual check is selected select yes under the pre payment option and enter the vendor check amount select save on the action menu select post on the action menu system displays a dialog confirming the check was posted header fields vendor id select a vendor use the in line search capability or the field's drop down search box selecting a vendor retrieves the vendor’s defaults bank account select the bank account from which the checks will be drawn use the in line search capability or the field's drop down search box payment method select check under the payment method options are check other check type select manual to manually create the check select automated to allow gravity to process a payment if the check type is set to automated then a payment type must be selected payment type if check type is set to automated then a payment type must be selected check number enter the number of the manual check created this option is not available for an automated check check comments enter check comments in this field this will print on the lower left corner of the check entry date this is the date the journal entry is created it defaults to the current date change the date if required check date use the check date to determine the accounting period the transaction applies to based on the fiscal periods set up for the company for example, an apply date of 4/19/2019 applies the transaction to the calendar period of april if calendar periods are selected in system setup with the applicable user permissions assigned, the user can apply transactions to past and future periods use the calendar function to navigate and select the correct period and date prepayment set to “yes” if you wish to create a check before you receive a vendor invoice a prepayment can be applied to a voucher in apply to maintenance see apply to maintainence docid 6yrmw1ebh2kl 3n8qvwth vendor check amount if prepayment is selected, enter the prepayment amount if not a prepayment, this is a system maintained field and calculated when the batch is saved number of vouchers this is a system maintained field and calculated when the batch is saved vendor discount amount this is a system maintained field and calculated when the batch is saved vendor write off amount this is a system maintained field and calculated when the batch is saved grid fields expansion box use the + and to expand and contract the vouchers listed in the grid selection check box select either a group or individual vouchers to be paid selecting the vouchers displays the total vouchers amount to be paid discount amount selecting a voucher will default a discount to be taken (based on the terms code and pay date) manually enter or edit the discount write off amount manually enter or edit a write off amount payment amount the payment amount is the check amount manually enter or edit the payment amount to pay less than the total voucher balance the total discount amount + write off amount + payment amount cannot exceed the total voucher amount applying credits if a vendor has unapplied credits they will show up in the voucher grid and can be applied to one or more vouchers once you select the credit button you can apply one or more credit to the select voucher line