Accounts Payable

Paying Supplier Invoices

You can record the payments you make on the invoices you receive from your suppliers in the Accounts Payable window. You can get there by way of the Purchasing Menu Guide.

Instructions For Making A Payment To A Supplier:

1. If payment information is already showing in the payment window, select the NEW PAYMENT button to clear the information and create a new record for your payment.
2. Select the SUPPLIER # field to open the drop-down list. As before, the list shows the names of the suppliers. Once you select the supplier, the supplier code and supplier name should appear in their respective fields.
3. Next, enter the PO number for the purchase you are paying. This field also gives you a drop-down of the Purchase Orders issued to the selected supplier. The combination of the Supplier # and PO # is required to bring up the CURRENT BALANCE on the purchase order you are paying. The application is designed to apply one purchase order to one invoice. If you happen to have several purchase orders on a single invoice, you will need to make the payments in multiple records.
Note: The payment information appears at the bottom of the payment frame. Along with the current balance, the total payments to date made toward the purchase order and the last payment amount (if any) will also appear.
4. You can enter the payment method and the check number, if you are paying by check, in the two fields below the PO field. The PAY METHOD field is a drop-down field box. You can select your method of payment from the default list, or you can enter your own method of payment.
5. Enter the invoice number you are going to pay in the INVOICE # field and the date of the invoice in the INVOICE DATE field.
6. Enter the date of your payment in PAYMENT DATE .
7. Enter your payment amount in the PAYMENT field. If a previous payment is showing, simply highlight it and enter the new payment.
8. Once you have all your information entered select the APPLY PAYMENT button to submit the payment. If for some reason you wish to delete a payment, use the REMOVE PAYMENT button to cancel your payment.

Important: It is important that you remove payments using the REMOVE PAYMENT button, rather than deleting the record from the Approach tool bar. The data entered is cross-referenced on several tables and this data must be removed in order for the application to continue functioning properly.

And that's it for making payments. You can enter another transaction by choosing New Payment. If you want to scroll through previous transactions, you can do so by using the < > arrow buttons.