Use this screen to perform numerous functions for unpaid or partially paid posted A/P vouchers in the system. Use it to perform any of the following procedures:
Put vouchers on hold and remove vouchers from "Hold" status
Change the due date or anticipated pay date of a voucher
Change the pay details of any outstanding voucher, such as amount to pay, address code, discount to take, separate check status, and retainage amount or retainage rate
Review the total value of the outstanding vouchers for each vendor
Check the details of any outstanding vouchers
Check the details of the purchase orders to which the vouchers are assigned
Review the A/P vouchers that have been linked to A/R bills via the Pay When Paid function
Use this screen to view posted vouchers that have not yet been paid. You can use Query or Find to look up valid pay vendors. The screen will then display the outstanding vouchers to be paid for that vendor.
Use this screen any time you need to review outstanding, unposted vouchers. You can change payment status or payment amount, by vendor. You can also use this screen to add a joint check payee to the voucher after it has been posted to the General Ledger. Use the Edit Payment Status by AP Account screen to view vouchers that have been selected for payment by A/P Account/Organization/Reference 1/Reference 2 combination.
Use Query or Find to select a valid pay vendor ID. Once you have a valid ID, the table will display the vouchers for this vendor.
This non-editable field displays the voucher number that was assigned when the voucher was entered.
The status of the voucher defaults in this field to "Hold," unless the voucher was flagged as a "PAYWPD" (Pay When Paid) voucher. You can use the pay-when-paid feature to hold a voucher for payment until your client pays you. The valid statuses follow:
HOLD - Hold for payment.
DEFER - Defer from payment. Any voucher on "Defer" status will not be selected for payment in the Select Vouchers screen.
PAY - Pay the voucher. If a voucher has this status, a check will be printed for it the next time the Print Checks routine is run.
PAYWPD (Pay when paid) - This designates a voucher that will not be released for payment until a specific, designated A/R bill has been paid in full. You can use the Pay When Paid Voucher History subtask to identify the A/R item(s) that are linked to this pay when paid voucher.
PPHOLD (Part Pay/Hold) - Partially paid, but the remainder of the balance is on hold. Once you have selected the remainder for payment, the status will be updated to "Pay."
PAID - will be displayed once the voucher is fully paid. The "Paid" status is system-generated and cannot be manually updated.
This column displays the transaction currency for this voucher line.
This field displays the amount calculated by the Select Vouchers routine. The system determines the amount with the following calculation:
Invoice Amount - Amount Paid - Discount Rate * (Invoice Amount - Amount Paid) if today's date is earlier than the discount date - (Retainage Percent * Invoice Amount) = Amount to Pay
When you change the status of the voucher from "Hold" to "Pay," this field automatically populates with the calculated amount. If, for some reason, the displayed amount is not the amount that should be paid for this voucher, enter a different amount in this field. However, the amount cannot be greater than the original invoice amount less any previous payments and less the retainage amount. If you want to adjust the Amount To Pay, to completely pay off a voucher that previously had a retainage percentage, you must change the Retainage Percentage to zero before you can adjust the Amount To Pay field to pay off the voucher.
The value in this editable field should be the amount of discount you are taking on the next check/EFT to be prepared. The system calculates this value when you run the Select Vouchers screen. The value in this field and the Amount To Pay field are added to the balance in the Amount Paid field after the check is printed, then zeroed out. This field will contain a value only if a discount is being taken on the check that is about to be printed. If you edit this field, it cannot exceed the value in the Discount Amt field, which is the total potential discount amount available to be taken. If no discount is being taken, this field should be zero.
Use this field to add a joint check payee to the voucher after it has been posted to the General Ledger.
Enter, or use Lookup to select, a valid address code. The address code is assigned to the voucher when it is entered. It must be a valid address code set up in the Maintain Vendors screen. You can edit the code in this screen. This is a required field.
This field displays the vendor payment method.
Use this field to identify the EFT file format for all payments for this vendor address. This information is for non-U.S. EFT only. You must enter a payment type here if you are using a custom version of the Create EFT File screen that uses EFT payment types.
The default setting for this field is "N" (No). If each voucher for this vendor must be paid on a separate check, enter "Y" (Yes). In addition, if any voucher has a pay vendor ID that is different from the vendor ID and cannot be changed, this column will be "Y" (Yes).
This field displays the description associated with the cash account/organization combination to which the voucher was assigned when entered. You can change this description. You can use Lookup to find valid cash account descriptions.
This field displays the retainage rate, but can be edited. If a voucher had a retainage rate when it was entered and is ready to be fully paid, you should change the rate to zero. Once the rate is zero and the voucher is selected for payment, a check for the retainage amount previously withheld will be printed the next time the Print Checks routine is run.
This field displays the total voucher amount that has been retained, but can be edited. You can set this field to zero when the voucher is ready to be fully paid. If a voucher has had no previous payments, the Amount Retained field will be zero even if the Retainage Rate field is not equal to zero. This field is not updated until the Print Checks routine is run.
This non-editable field displays the amount paid, if the voucher has had a partial payment; otherwise, the value in this field is zero.
This non-editable field displays the remaining amount due, if the voucher has had a partial payment; otherwise, the value is zero.
This non-editable field displays the vendor ID that was assigned to the voucher when it was entered. This will usually be the same as the pay vendor ID. If you select the Allow Different Pay Vendor checkbox in the Vendor Settings screen, the pay vendor ID can be different from the vendor ID. This feature is useful for third party payments, i.e., for vendors that factor their receivables.
This non-editable field displays the name assigned to the vendor ID when the vendor was entered.
This non-editable field displays the number assigned to the voucher when it was entered.
This non-editable field displays the date of the invoice assigned to the voucher. This is an optional field in the voucher and can be blank in this screen.
This non-editable field displays the amount of the invoice assigned to the voucher.
This non-editable field displays the date that was assigned to the voucher when it was entered. The default date is calculated according to the terms for the vendor but, because this field can be edited in the Enter A/P Vouchers or Enter PO Vouchers screens, the date in this screen may be inconsistent with the terms assigned to the vendor.
This non-editable field displays the amount that was assigned to the voucher when it was entered. The default amount is calculated according to the terms for the vendor but, because this field can be edited in the Enter A/P Vouchers or Enter PO Vouchers screens, the amount in this screen may be inconsistent with the terms assigned to the vendor.
This field displays the date that was assigned to the voucher when it was entered. The due date was calculated according to the terms for the vendor but, since this field can be edited in the Enter A/P Vouchers or Enter PO Vouchers screens, the date in this screen may be inconsistent with the terms assigned to the vendor. You can edit this field after the posting the voucher but before making payment.
This field displays the Invoice Amount minus the Discount Amount. This field cannot be edited.
This field displays the due date that was entered into or calculated by the system in the Enter A/P Vouchers screen when the A/P voucher was entered. You can change this field any time before paying the voucher. You can also change it in the following screens before the voucher is paid: Header Info subtask in the Enter A/P Vouchers screen, Edit Payment Status by AP Account, and Vendor History Inquiry screen (the Voucher subtask).
This field displays the invoice period of performance date from the Header Info subtask of the Enter A/P Vouchers screen. This date is used for vendors that have been identified as subcontractors.
This field displays the description associated with the A/P account/organization combination to which the voucher was assigned when entered. This description can be changed. You can use Lookup to find valid A/P account descriptions.
This field displays either the PO number that was entered on the voucher in the Enter A/P Vouchers screen or the PO number that the voucher was assigned to in the Enter PO Vouchers screen.
This field displays either the release number that was entered on the voucher in the Enter A/P Vouchers screen, or the release umber to which the voucher was assigned in the Enter PO Vouchers screen.
This non-editable field displays the pay currency for the voucher.
This field displays the amount to pay expressed in terms of the pay currency.
Select this pushbutton to open the Total subtask.
Select this pushbutton to open the Exchange Rates subtask.
Select this pushbutton to open the Voucher Detail subtask.
Use this pushbutton to open the PO Detail subtask.
Use this pushbutton to open the Pay When Paid Voucher History subtask.