Approving or recording payment to a vendor invoice

If you want to pay multiple vendor invoices partially or in full, do not follow the instructions here.

Instead, pay the invoices in the Manage Vendor Payments window.

Before you begin

To select the vendor invoice

  1. From the > Manage menu, click Vendor Invoices.
  2. Do one of the following:
  • Enter the invoice you want to pay.
  • Open the existing invoice you want to pay: click the Existing tab, change which invoices appear, and double-click the invoice.
  • Click (Change View).
  • Select to filter by:
Field Description

Date Type

Types:

  • Date to Pay: Date to pay the invoice
  • Invoice Date: Date you entered the invoice
  • Accounting Date: Date Ajera uses for client invoices, project reporting, and financial reporting. The check date and write-off date must fall after the accounting date.

If you select a date type, do one of the following:

  • Time period: Select a month or year.
  • Date: Click Select Dates and enter the date.
  • Range of dates: Click Select Dates and enter the beginning and ending dates.

Vendor

Vendor name from the vendor list

Company

Multi-company only. Payer of the invoice

Transaction Type
  • New invoice transaction
  • Existing invoice transaction

Payment Status
  • Paid
  • Unpaid
  • Voided
  • Click OK.
  1. Click the Pay button.

Multi-company only. You can pay invoices for a company using only that company's bank accounts.

To approve or record payment to a vendor invoice

Do one of the following:

To Do this

Approve an invoice for payment later

Select the Approve for payment check box and click OK.

The invoice is marked as Pay in the Vendor Payments window. When you pay the invoice, the vendor check prints for this invoice and appears in the bank register.

Caution:

If you apply a filter in the Vendor Payments window that filters out this invoice, Ajera clears the Pay check box for the invoice and you must select it again.

Print a check now
  1. Select the Print check now check box, and click OK.
  1. In the Print Checks window, change the bank account, starting check number, or check date.
  2. Click OK.
  3. In the Print window, click OK.
  4. In the window that appears:
  • Click Yes to print a file copy.
  • Click No to make changes in the Print Checks window, and click OK to print again. Ajera marks the original vendor check as Void.

The vendor check appears in the bank register, and the invoice description prints on the check stub.

Indicate that you have already written a check

  1. Select the Paid with manual check check box.
  2. Enter the bank account, check number, and date paid.
  3. Click OK. The vendor check appears in the bank register.

Indicate that you have already paid with a debit/credit card

  1. Select the Paid with debit/credit card check box.
  2. In the Reference field, enter an identifier that indicates the payment type.
  3. Enter the bank or credit card account, reference ID, and date paid.
  4. Click OK. The transaction appears in the bank register.

Indicate that you have already paid with an EFTClosed Electronic Funds Transfer. A transaction involving the movement of funds by non-paper means (electronically), usually through a payment system such as the Automated Clearing House network.

  1. Select the Paid with EFT check box.
  2. In the Reference field, enter an identifier that indicates the payment type.
  3. Enter the bank account, reference ID, and date paid.
  4. Click OK. The transaction appears in the bank register.

To void a vendor check, go to the bank register.