---
title: Payment Maintenance
slug: payment-maintenance
icon: 📃
docTags: 
createdAt: 2023-11-13T17:59:22.228Z
---

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.

![](https://api.archbee.com/api/optimize/X2aA_MKMIQid52VOc-G4k/D8wycqCzV9zth2unQRmAC_image.png)

## 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.

![](https://api.archbee.com/api/optimize/X2aA_MKMIQid52VOc-G4k/ges-9awRh6W69O1MXHC66_image.png)

### Enter a Manual Check

Select new from the action menu.

![](https://api.archbee.com/api/optimize/X2aA_MKMIQid52VOc-G4k/WdU1pUeRzFvXx4vL73ZIr_image.png)

1. Complete the check header information selecting manual as the check type.
2. Enter the manual check number.
3. Select the vouchers paid.
4. Select save on the action menu.
5. Select post on the action menu.
6. System displays a dialog confirming the check was posted.

### Enter a Prepayment

![](https://api.archbee.com/api/optimize/X2aA_MKMIQid52VOc-G4k/rdCgGSS1_HfwClOJ0u9Uv_image.png)

1. Select new from the action menu.
2. Complete the check header information.
3. Select manual or automated as the check type.
4. Enter the check number if manual check is selected.
5. Select yes under the pre-payment option and enter the vendor check amount.
6. Select save on the action menu.
7. Select post on the action menu.
8. System displays a dialog confirming the check was posted.

## Header Fields

![](https://api.archbee.com/api/optimize/X2aA_MKMIQid52VOc-G4k/JV0jsf5gP8wcdE8dR3KNS-20251006-174159.png)

### Entity Code

With Advanced Multi-Entity turned on, the entity can be selected for each transaction without having to close the form. See [Advanced Multi-Entity](docId\:huqutA7c2YMYnFE1AVbKp) 

### 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 Mode

Select whether the payment will be processed by Gravity (Automatic) or just recorded as a payment made in another system (Manual)

### Payment Type

Payment Types are defined separately and assigned to Bank Accounts. The Payment Type will default from the chosen bank account. See [Payment Types](docId\:JjPoE9z8TWn_gUz25nwzl) . Payment Type is only available with Automatic Payment Modes. 

### Apply to Multiple Entities

When selected the batch will include Vouchers from all the entities that the user has accress to. If a payment is made on bealf of another Entity, there will be Due To/Due From accounts used to account for the Entity making the payment on behalf of the other Entity.

### Payment Number

Enter the number of the manual check created. This option is not available for an automated check.

### Payment Meno

Enter payment 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.

### Payment 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.

### Currency

See [Currencies in Payment Processing](docId\:OMpi4nQlY0dRlbZ1fzqtA) for more details

##  Grid Fields 

## Expansion Box

![](https://api.archbee.com/api/optimize/X2aA_MKMIQid52VOc-G4k/e-ggqQ9kIusNqHX1JWi9Z_image.png)

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.

![](https://help.go-gravity.com/topics/images/discount%20amount.png)

### 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

![](https://api.archbee.com/api/optimize/X2aA_MKMIQid52VOc-G4k/pjwm8FY5q7ZFBxzPvQD5t_image.png)

Once you select the Credit button you can apply one or more credit to the select Voucher line.

![](https://api.archbee.com/api/optimize/X2aA_MKMIQid52VOc-G4k/oF5ItCGBGjjT19ICqpqaM_image.png)