Manual Payment Entry/On-Account Payments - Purpose

The Manual Payment Entry/On-Account Payments program (AP160E) allows the recording of a manual payment applied against an existing open item.  The program generates the payment records, updates the open item records with the payment amount, and writes the accounting transactions that will be passed to the general ledger.

From the header screen the user can apply the payment to a specific open item, to the oldest open items (with an option to limit to originating company/location, bank code, or payment type), or the user can select to go to a list of open items to be paid (with the same limit options as the apply to oldest).

This conversation also allows the user to make payments on-account.  When applying on-account payments, the user is given a list of available payments and is allowed to select one payment to apply to open items.  If an on-account payment is applied, the user may specify by vendor.  A comment should be generated on the open item comment file, which will be printed on the remittance advice.

This conversation also allows the user to clear debit memos against open or partially paid invoices and credit memos.  The netting of debit memos against credit memos and invoices can be performed with a special payment type, called a clearing transaction, or can be done with a standard payment type.  With a clearing  transaction, the total payment amount has to net out to zero.  In the case of the standard payment type, however, the only requirement is that the overall payment amount be greater than zero.

This conversation also allows the user to have the system generate a check as opposed to using a handwritten check.  This is done by placing a Y in the Generate Payment field on the header screen.  To be able to have the system generate the payment form, a special payment type called a quick payment must be used.  (This is defined on category 240 of the Reference file.)

AP160E Program Menu

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