Payment Maintenance

Use check maintenance to complete the following activities:

Access the check maintenance function from the Expense options.

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.

Select new from the action menu.

With Advanced Multi-Entity turned on, the entity can be selected for each transaction without having to close the form. See Advanced Multi-Entity

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.

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.

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

Payment Types are defined separately and assigned to Bank Accounts. The Payment Type will default from the chosen bank account. See Payment Types . Payment Type is only available with Automatic Payment Modes.

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.

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

Enter payment comments in this field. This will print on the lower left corner of the check.

This is the date the journal entry is created. It defaults to the current date. Change the date if required.

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.

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

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.

This is a system maintained field and calculated when the batch is saved.

This is a system maintained field and calculated when the batch is saved.

This is a system maintained field and calculated when the batch is saved.

See Currencies in Payment Processing for more details

Use the + and - to expand and contract the Vouchers listed in the grid.

Select either a group or individual vouchers to be paid. Selecting the vouchers displays the total  vouchers amount to be paid.

Selecting a voucher will default a discount to be taken (based on the terms code and pay date). Manually enter or edit the discount.

Manually enter or edit a write off 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.

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.