A/P Payment

This is to record full/partial payment made to creditor, knock-off related invoice(s) or Debit Note, and print payment voucher.

To Create New A/P Payment

Go to A/P > A/P Payment, Click on Create A New A/P Payment

(OR go to G/L > Cash Book, click on Create a New Cash Transaction, click on New A/P Payment)

Creditor: key in the first number/alphabet, OR click on the drop down arrow button, OR click on Search button to assign/select a creditor number.

Payment’s Currency: to make payment in different currency.

Description: this is called document description...will remember from most recently keyed in description.

Payment Voucher No: <<New>> means to follow auto-running numbering (maintained at Document Numbering Format Maintenance), and the next possible number is displayed at the top bar of the window. You may click on it to key in any number you like.

Date: system date is automatically captured, you may click to change.

2nd Receipt No: These DocNo2 column will be posted to Cash Book Entry's 2nd Voucher No. (for your own reference)

Functional Buttons:

to be save in K.I.V folder to be use later.

to be save as recurrence. (Refer recurrence)

to add / insert a detail row. (Insert)

to insert a detail row before the highlighted row. (Ctrl + Insert)

to delete highlighted row. (Ctrl + Delete)

to move the detail row up/down. (Alt + Shift + Up/Down)

to undo (Ctrl + Z)

to copy an AP Payment which previously already save.

to copy existing AP Payment to a new a AP Payment.

Edit tab:

Copy Whole Document: To copy the whole document to clipboard.

Copy Selected Details: To copy some item details to clipboard. (press ctrl+ highlight the item to copy)

Paste Whole Document: To paste the whole document from the clipboard.

Paste Item Detail Only: To paste some item details from clipboard.

Undo: To undo (reverse one step) the header section.

Edit MRU Items: to edit /delete historical descriptions (which was keyed in previously). MRU = Most Recently Used

Show Returned Cheque Columns: To show the Is RCHQ and RCHQ Date column

View Posting Details: To view the account transaction posting.

Details Column

Payment Method: select a payment method. Click on '+' sign to add a new row for multiple payment method.

Cheque No.: key in cheque number if any.

Payment Amount: key in the payment amount by this payment method.

Bank Charge: key in bank charge value if any.

Bank Charge Tax Code: to maintain bank charges tax code

Bank Charge Tax: the amount of GST for bank charges

Payment By: key in the mode of payment.

Is RCHQ: this used when a cheque payment made earlier is returned/bounced (use Edit mode).

RCHQ Date: define the date when the cheque is returned/bounced.

Amount: indicates the total payment amount of this entry.

Unapplied Amount: to show the payment amount that has yet to knock off against Invoice/Debit Note. If there is any payment been saved with unapplied amount, message will be prompted when adding new Receive Payment offering to open and use the previous unapplied amount.

Knock Off Invoices/Debit Note section

Type: indicates the type of transaction; e.g. PB (means A/P Invoice), PD (means A/P Debit Note) ...

Date: indicates date of Invoice or DN.

No.: indicates document number

Org.Amt.: indicates the original amount of the document before any knock off

Outstanding: indicates the amount of the document that yet to pay.

Discount Due: indicates the due date for early payment discount (refer to Credit Term Maintenance)

With Dis.: to indicate the document is entitled for discount; check to key in discount amount; CN will be generated.

Disc. Amount: to key in the discount amount (or auto-calculated based on early payment discount); the Outstanding amount will reduce accordingly.

Pay: the knock off amount. Click on this column header to automatically fill in the knock off amount.

Knock Off Date: the date when the document being pay or knock off (the date must be equal or greater the document date)

Proceed New A/P Payment: when this is checked, a fresh screen will be ready for new entries upon Save; if unchecked will exit the transaction screen upon Save.

Click on Preview (or Save & Preview)