Accounts Payable > Accounts Payable Payment Tasks menu > AP Adjust/Pay Bills window
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AP Adjust/Pay Bills window
 
AP Adjust/Pay Bills window: Detail tab
AP Adjust/Pay Bills window: Bill Notes tab
Use this window to pay individual bills or make adjustments to payments you entered individually or the system automatically generated. You can also use this window to void checks, enter credit memos, and adjust the balances of vendor accounts. The window fields change depending on the Transaction Type you choose.
Tran #
The system automatically generates a transaction number for each transaction in the batch. If this is the first transaction in the batch it will be transaction 1. This is for reference only and cannot be changed.
Transaction Type
Select the type of transaction you wish to process from this drop-down list. Your options are as follows:
Payment: select this option if you want to make payment, such as to pay a bill or other type of transaction. The payment type is the default for this window.
Payment Correction/Void: select this option if you want to void a posted payment, such as a check or an electronic payment. When you make a payment correction, the GL Cash Account/BR Bank Account is debited for the amount and the AP Expense Account is credited for the amount. A correction is an exact reversal of the original payment transaction.
Balance Adjustment: select this option if you want to adjust a balance, such as to reverse a liability, correct a vendor balance due to an error, or record vendor debit or credit memos. You can apply the balance adjustment to a particular transaction or leave it as an unapplied transaction that increases or reduces your balance with the vendor, but does not change the balance of a particular posted transaction.
Payment - Credit Card: select this transaction type if you are entering a credit card payment.
Pymt Correction - Credit Card: select this transaction type if you are entering a credit card adjustment.
Unapplied Payment: select this option if you want to make a payment that doesn’t apply to a specific bill, or if you receive a refund or a credit from a vendor.
Trans Date
Select the payment date, which is usually the check date. The default for this is the system date. This date determines the accounting period into which the payment will post. For more information about how dates are used in Denali, see Working with Dates.
Vendor Name
Once a vendor number is selected in the Vendor # field, the vendor’s name automatically appears here for reference.
Vendor Balance
Once a vendor number is selected in the Vendor # field, the vendor’s balance automatically appears here for reference.
Vendor #
Type the vendor number or use the Lookup to select the vendor for the current transaction. If you don’t see the vendor you’re looking for, you can add it on the fly by selecting Add in the AP Vendor Lookup window.
Paid Out
This check box is only available if you select Payment Correction from the Transaction Type drop-down. Select this check box if you need to void an immediate check. After you select this check box, a Lookup in the Check # field is enabled from which you can select the check you need to void.
Description
Enter a description for this transaction. This will appear on some Accounts Payable reports and can serve to help you identify this transaction in the future.
Check #
This field only appears when you select either Payment, Payment Correction, or Unapplied Payment in the Transaction Type field. To manually assign a check number for a payment, enter the check number here. If you are using alphabetic characters, we highly recommend you end the number with a numeric character for incrementing purposes. Otherwise, leave this field blank and the system will automatically assign the check number when you print checks.
For a payment correction, enter the check number you want to void. You can use the Lookup to find the check number you need.
CC Reference #
This field only appears when you select the transaction type as either Payment - Credit Card or Pymt Correction - Credit Card. Enter a credit card reference number in this box.
CC Reference
This field only appears when you select the Pymt Correction - Credit Card transaction type. This field is read-only and reflects the amount of the credit card payment associated with the selected credit card reference number.
Credit Card Vendor
This field only appears when you select the transaction type as either Payment - Credit Card or Pymt Correction - Credit Card. Type the vendor or use the Lookup to enter a credit card vendor in this box.
Credit Card
This field only appears when you select the transaction type as either Payment - Credit Card or Pymt Correction - Credit Card. This field is read-only and reflects the amount you are paying/adjusting for the selected credit card vendor. This amount is the total of the payments/adjustments you enter in the Credit Card Amount column of the Detail grid in this window.
CC Vendor Name
This field only appears when you select the transaction type as either Payment - Credit Card or Pymt Correction - Credit Card. This read-only box displays the name of the credit card vendor whose number you selected in the CC Vendor # box.
CC Reversal #
This field only appears when you select the Pymt Correction - Credit Card transaction type. Enter the reversal number for this transaction.
Reference #
This field only appears when you select Balance Adjustment in the Transaction Type field. If you select either the Increase Balance or Decrease Balance radio button in the Change Vendor Balance section of this window, enter a reference number for this transaction. The number must be unique and will help to identify this transaction in the future. If this balance adjustment is based on a document, you can enter that document identification here. If you select the Apply Prev Incr/Decr radio button in the Change Vendor Balance section, use the Lookup to select the debit memo you want to apply for the balance adjustment.
Ref Des
This field only displays when you select Balance Adjustment in the Transaction Type field and you select the Apply Prev Incr/Decr radio button in the Change Vendor Balance section of this window. This read-only box displays the description of the transaction shown in the Reference # box for your information.
Ref # Amount
This field only displays when you select Balance Adjustment in the Transaction Type field and you select the Apply Prev Incr/Decr radio button in the Change Vendor Balance section of this window. This read-only box displays the amount of the referenced transaction for your information.
Rem
This field only displays when you select Balance Adjustment in the Transaction Type field and you select the Apply Prev Incr/Decr radio button in the Change Vendor Balance section of this window. This read-only box displays the amount remaining on the referenced transaction for your information.
Apply To #
This field only displays when you select Balance Adjustment in the Transaction Type field and you select either the Increase Balance or Decrease Balance radio button in the Change Vendor Balance section of this window. If this transaction is an applied balance adjustment, open the Lookup and select the transaction to which this balance adjustment should be applied. Be sure to select the Apply column in the detail grid to apply the transaction to it.
If you post this transaction as an unapplied balance adjustment, you can leave this field blank.
Apply Des
This field only displays when you select Balance Adjustment in the Transaction Type field and you select either the Increase Balance or Decrease Balance radio button in the Change Vendor Balance section on this window. The description from the transaction you selected in the Apply To # field will automatically appear here for reference.
BR Bank Code / GL Cash Acct
This field only appears when you select Payment, Payment Correction, or Unapplied Payment in the Transaction Type field. If Accounts Payable is integrated to Bank Reconciliation, select the BR Bank Code to which you want to post this payment.
If Accounts Payable is not integrated to Bank Reconciliation, but is integrated to General Ledger, select the GL Cash Account to which you want to post this payment. The fund account (Fund product only) is determined by the expense account you enter in the transaction.
BR Bank Desc / GL Des
This field only appears when you select Payment, Payment Correction, or Unapplied Payment in the Transaction Type field. This box displays the description of the BR Bank Account or GL Cash Account selected in the BR Bank Code or GL Cash Acct box.
Amount
This field is only visible if you select the Unapplied Payment transaction type. Enter the amount of your unapplied payment in this field.
Total Payment
This field only appears when you select a payment-type transaction. This box displays the total amount of all detail entered in the Check/Cash Amount column of the detail grid.
Discount
This field only appears when you select a payment-type transaction. This box displays the total amount of all detail entered in the Discount column of the detail grid.
Adj Applied
This field only appears when you select a payment-type transaction. This box displays the total amount from the entries in the Adj Amount to Apply column in the detail grid.
Check / Cash
This field only appears when you select a payment or payment correction type transaction. This box displays the total of the amounts entered in the Check/Cash Amount column in the detail grid.
Electronic Payments
This check box only shows when you select a payment-type transaction. If you set up the selected vendor for electronic payments in the AP Vendors window, this check box is checked by default. You can remove the check from this check box if you don't want to make this particular payment electronically.
EFT Account Code
This field only appears when you select a payment-type transaction. If the Electronic Payments check box is checked and Accounts Payable is integrated to Bank Reconciliation, the EFT Account Code that was set up for the bank account will be used automatically.
If the Electronic Payments check box is checked and Accounts Payable is not integrated to Bank Reconciliation, the EFT Account Code field defaults to the account code entered for the vendor. You can change the account code if desired.
Print Comment
This field only appears when you select Payment or Unapplied Payment in the Transaction Type field. To print a unique comment on the check, select this check box and type the comment in the associated field. This comment will appear on the check below the payee’s name and address information.
1099 Applicable
This check box only appears if you select a 1099-applicable vendor and you are doing an increase balance adjustment or a payment correction. When you select this check box for a balance adjustment, the 1099 Type column appears in the detail grid. When you select this check box for a payment correction, the Remove Amount from 1099 Type and Add Amount to 1099 Type columns appear in the detail grid.
Change Vendor Balance
These options only show when you select Balance Adjustment in the Transaction Type field. The options in this section of the window are used to determine how the vendor’s balance will adjust when this transaction is posted.
Increase Balance
Select this option to increase your balance with the vendor by the amount of the transaction. Whether the increase is applied to a specific transaction or posted as an unapplied increase depends on your entry in the detail grid.
Decrease Balance
Select this option to decrease your balance with the vendor by the amount of the transaction. Whether the decrease is applied to a specific transaction or posted as an unapplied decrease depends on your entry in the detail grid.
Apply Prev Incr/Decr
Select this option if you have previously posted an unapplied increase or decrease to your balance with this vendor, and you now want to apply it to a particular transaction.
 
Paying Bills in AP
Setting up EFT
Setting up Credit Card Vendors
Entering Adjustment Transactions