When you enter a vendor in the Vendor # field, the vendor name appears in this field automatically for reference.

When you enter a vendor in the Vendor # field, the vendor balance appears here automatically for reference.

You can either type the vendor number or use the Lookup to select the vendor for this bill. This field can be up to 50 alphanumeric characters. If you need to create a new vendor, you can add it on-the-fly.

If you pay this bill on a regular basis, you can select this check box to mark it as recurring. This way, you won’t need to re-enter the bill each time you receive it. When you’re ready to generate the bill, use the generate from recurring window.

This box only appears if you selected the Recurring check box. Use the Lookup to select a Frequency Code based on how often you’ll generate this bill. When you generate from recurring, you can generate based on the Frequency Code.

Select this check box if you are making an immediate payment without a vendor.

Use the Immediate check box to identify bills that were already paid or bills that are being paid at the time the invoice is entered. If you select the Immediate check box but do not select the Print Check check box, you must enter the check number in the Check # field. You could do this to represent a check that was written by hand and is just being recorded in the system to keep the system up to date. The credit side of these transactions goes directly to a cash account instead of a payables account.

This check box only appears if you selected the Immediate check box and the vendor is set up for EFT payments on the Vendors window Remit To tab. Select this check box to pay the vendor electronically instead of printing a check.

This check box only appears if you select either the Paid Out or Immediate check boxes. Select this check box if you want the system to print a check for this payment. If you are entering information from a check that was already written outside the system, leave the check box unchecked.

Select this check box if you want to pay the selected bill using a credit card.

Enter the invoice number for this bill. This number is required and it must be unique.

Enter your purchase order number or other descriptive information about this bill that will help you identify it in the future. This box is optional.

If this vendor offers you an early payment discount, select the type, either Dollar or Percent. If you entered a percentage discount for the vendor in the AP Vendors window, it will default in the Disc Amount box.

If this vendor offers you a discount, enter the amount or percent. This field allows either dollar or percentage discounts depending on what option you selected for the discount type. The discount amount you enter here will appear on the Edit Report.

If you entered a percentage discount for this vendor in the AP Vendors window, that discount will appear here by default, but you can edit it.

If you want to enter a dollar discount per line item, leave this field blank and enter the dollar amount in the Detail section below.

If you want to manually assign a check number, or if you are recording a check that was already written outside the system, enter the number here. If you are using alphabetic characters, we highly recommend you end the number with a numeric character so your check numbers will increment correctly.

If you are recording a check that was already written outside of the system, enter the check date here, or leave the default of the current date.

This field only appears if you select the Credit Card check box. Enter a reference number for this credit card transaction.

This field only appears if you select the Credit Card check box. The date you enter here is the date you plan to process the credit card transaction to pay this bill.

This field only appears if you select the Paid Out or Immediate check box. If Accounts Payable is integrated to Bank Reconciliation, enter the Bank Account Code you want to use for this bill when you post. Otherwise, enter the GL Cash Account to debit when you post. The fund account (Fund product only) is determined by the expense account you enter in the transaction.

This box autofills with the description from the Bank Account Code (if Accounts Payable is integrated to Bank Reconciliation) or the GL Cash Account for your reference.

The invoice date and GL date default to the current system date. The due date and discount date will default based on the Due Date Calculation settings for the vendor in the AP Vendors window.

You can change all the dates if necessary. If the invoice date and GL date are the same, the GL date, due date, and disc date will update when you change the invoice date. If the GL date and invoice date are not the same, only the due date and disc date will update when you change the invoice date. In other words, once you change the GL date to no longer match the invoice date, it will not update if you change the invoice date.

The GL date controls posting to General Ledger, and the invoice date is used to determine the due date, the discount date, and the aging calculations.

If this is a 1099 vendor (based on the settings for this vendor in the AP Vendors window), the 1099 Applicable check box will be available and checked by default.

If this particular payment is not a 1099 payment, you can uncheck the check box. If the check box does not appear, but this is a 1099 payment, you can change this vendor’s settings in the AP Vendors window to allow a 1099 payment.

To print a customized comment on a check, select this check box and enter the comment in the field to the right. Your comment can be up to 50 characters and it will print on the check below the name and address of the payee.

This field only appears if you selected the Credit Card check box. Type the Credit Card Vendor or use the Lookup to select the Credit Card Vendor you will use to pay this bill.

This button only appears if you selected the Print Check check box. If you have user rights to print immediate checks, click this button to print the saved transactions that are marked for immediate payment. After you click this button, the AP Print Immediate Checks window will open.