Acumatica ERP – Creating an AP Payment

Posted on: June 26, 2017 | By: Jim Bertler | Acumatica

In Acumatica ERP, to pay a bill, a user has to create a payment document. A user can enter the payment

manually or run a process that generates payments for any number of bills at once. In this step, a user

will manually create two payments: a payment to record a partial payment of $1000 for the utilities and

rent bill, and a payment to pay for $30 of office supplies. This is done in a test environment using test data. Do the following:

 

1. Create a payment for a rent payment of $1000 as follows:

   1. On the Checks and Payments form (AP302000; Finance – Accounts Payable – Work Area – Enter), create a new document with the following settings:

• Type: Check (denotes a payment document)

• Vendor: V000000001 (OfficeSuppliesCo)

• Application Date: 1/31/2014

• Application Period: 01-2014

• Payment Amount: 1000.00

• Description: pay various bills

• Documents to Apply tab, Document Type: Bill, Reference Nbr.: 000003 (utilities and rent bill of $2200)

 

As soon as you select the vendor, the system inserts the default payment settings from the vendor record, which include the payment method and cash account, into the payment. Any of these default settings can be changed. On the Documents to Apply tab, a user can

add multiple documents (one per row) of the vendor that need to be paid. Only open documents can be selected. In the Payment Amount box (in the Summary area), a user must specify the total amount that will be paid for the documents, while the Application Amount box displays the total amount to be paid for the selected documents (which the system calculates as the sum of the amounts in the Amount Paid column). The system compares the amounts to ensure that the document is entered correctly. If Payment Amount and Application Amount differ, the Unapplied Balance box shows the difference, which is the payment amount minus the application amount, and the system shows an error message saying that the document is out of balance. You can make full or partial payments for bills, but the payment and application amounts must be equal. (The system always checks for the control amount in payment documents.)

 

In the Balance column of the table on the Documents to Apply tab, the amount that will remain on the document balance after the payment is made can be seen. In this example, the $1000 for the bill is paid, the bill balance will be $1200 . Because the CHECK payment method (which is specified for the document) is configured to require check printing, processing of the payment—that is, printing of the check—is required for the document. The warning by the Hold box indicates that you have to print the check before the payment document can be released.

 

b.  Click Save to save the payment. The system assigns the reference number to the payment according to the APPAYMENT numbering sequence, which is specified in the Payment Numbering Sequence box on the Accounts Payable Preferences form (AP101000).

 

2.  On the Checks and Payments form (AP302000), create a $30 payment for office supplies purchased in 01-2014. Specify the following settings for the check:

• Type: Check

• Vendor: V000000001 (OfficeSuppliesCo)

• Application Date: 1/31/2014

• Application Period: 01-2014

• Payment Amount: 30.00

• Description: office supplies

• Documents to Apply tab, Document Type: Bill, Reference Nbr.: 000001 (Office supplies 01-2014)

 

3. Save the created document.

 

For further inquiries, contact Logan Consulting, for your free consultation now! Logan Consulting is a Gold Certified Partner offering services in Illinois, Indiana, Wisconsin, and throughout the United States.

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