Accounts Payable > Accounts Payable Payment Tasks menu > AP Adjust/Pay Bills window > AP Adjust/Pay Bills window: Detail tab
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AP Adjust/Pay Bills window: Detail tab
The transactions for the selected vendor appear in the grid on the Detail tab. Adjust the bills as necessary. The window fields change depending on the Transaction Type you choose.
Reference To Pay
This field only appears when you select a payment or payment correction type transaction. In this field, use the Lookup to select one or multiple bills to pay with this transaction. If you are paying multiple bills, select the check box in the Pay column for all the invoices you want to pay.
If you don’t select an item from the grid, then the transaction will post as unapplied, meaning it will change the balance for the vendor, but will not be applied to a specific invoice or payment. If this transaction is going to be an unapplied payment, you can apply it to an invoice at a later date if needed.
If this is a payment correction, you must specify a reference to pay. The information you enter here reverses the payment you previously made and reinstates your liability to the vendor. If you reverse a payment that only paid one invoice, enter a reference that includes the invoice number. These entries will appear as open items.
If the payment you are reversing paid more than one invoice, enter information for each invoice on a different line in the detail grid. These entries will appear as open items.
Fund (Fund product only)
This column only appears if you select Payment Correction or Pymt Correction - Credit Card from the Transaction Type drop-down. Enter the fund number for the transaction you want to correct.
GL Account #
This field only appears when you select Balance Adjustment in the Transaction Type field. For balance adjustment transactions, enter the GL Account to be debited or credited (depending on whether you are increasing or decreasing the vendor’s balance) with this transaction.
Adjustment to Apply
This field only appears when you select a payment-type transaction. If you posted an adjustment for this vendor and want to apply it to this payment, select the adjustment to apply in the Adjustment to Apply column. For example, the adjustment could be a credit from the vendor that you are going to apply to this payment to decrease the amount of your payment. This field is grayed out until you enter information in the Reference To Pay field.
Adj Amount To Apply
This field only appears when you select a payment-type transaction. The entire amount of the adjustment you selected in the Adjustment to Apply field will automatically appear here. If you aren’t going to apply the entire adjustment, enter whatever portion of the adjustment you want to apply.
Discount Amount
This field only appears when you select a payment-type transaction. If there is an early payment discount available, it will automatically be entered in Discount Amount column. If necessary, manually enter the discount amount.
1099 Type
This column only appears for increase balance adjustments and if you selected the 1099 Applicable check box above. From the drop-down, select the 1099 payment type for this adjustment. This defaults to what you selected on the 1099 tab in the AP Vendors window for this vendor.
Apply
This check box only appears when you select Balance Adjustment in the Transaction Type field. If you want this amount to post as an applied increase or decrease, select this check box. You have two options for applying this payment.
Do not apply it to a specific transaction. To do this, leave the Apply To # field in the header blank.
Apply it to a specific transaction. To do this, specify the transaction to which you want to apply it in the Apply To # in the header.
If you want the Balance Adjustment to post as an unapplied increase or decrease, leave the Apply To # and Apply fields blank. You can apply this adjustment at a later date to this transaction for a particular item. Following is a break down of the methods you can use with applying payments.
Applied, but not to a specific transaction: this method will not apply the current transaction to any one specific transaction, but it instead applies it to the vendor’s account. The system applies the transaction to the invoice(s) according to the oldest date first, until the applied increase or decrease is depleted.
Applied to a specific transaction: this method will apply the amount of the transaction to the specific transaction you enter in the Apply To # box in the header section of the window. If this doesn’t use the entire amount of this transaction, then the rules indicated in the first bullet will be applied to determine the transaction(s) to which this is applied.
Unapplied transaction: this method posts the transaction without applying it to any other transactions. You can apply this adjustment later to this transaction or to other transaction(s).
Check/Cash / Credit Card Amount
This field only appears when you select a payment or payment correction type transaction. If you are making a payment, the cash/check or credit card amount is automatically calculated based on what you enter in the other fields. You can override it at any time.
For payments, this should be the final amount of the payment for each detail line.
For payment corrections, this is the dollar amount of the invoice(s) that is/are being reinstated after voiding a previously posted payment. If the payment you are voiding paid a single invoice, enter the amount of the invoice that now needs to be paid here. If the payment you are voiding paid multiple invoices, enter the amount of each invoice on a separate line. These will appear as open items on the vendor account which remain to be paid.
Remove Amount from 1099 Type/Add Amount to 1099 Type
These columns only appear for payment corrections and if you selected the 1099 Applicable check box above. From the drop-down, select the From and To 1099 payment types for this correction.
Clear Grid
Select this button to clear every field in the detail grid without saving the information.
If you have made multiple errors in the detail grid, or if you were just practicing the transaction entry process, you might find it easier to reenter the detail lines rather than to correct each one individually.
Line# / Ref Des
This field at the bottom of the tab shows you the detail line you are currently on and the description of the transaction selected in the Reference To Pay column. This field is for reference purposes only and cannot be edited.
Adj Des
This field at the bottom of the tab shows you the description of the adjustment selected in the Adjustment to Apply column. This field is for reference purposes only and cannot be edited.
 
Adjusting Posted Invoice Information