Question:
How Do I make a partial payment to an invoice?
Resolution:
From the AP Main Menu go to #1 Daily Processing and then #15 Check Selection and Payment
Partial payments and On-Account payments may be processed using the F6 key once the vendor's account is displayed. After pressing F6, the operator is prompted to enter the INVOICE# against which to make a partial or on-account payment, the AMOUNT to be paid, and the DATE (this defaults to the system date. The date should reflect the payment date and NOT the original invoice date if a partial payment, as the system does not allow duplicate invoice numbers). Additionally you may override the AP credit account# displayed, if necessary. When these fields have been keyed, press ENTER. The system creates 2 entries and displays them with the open items. The first looks like any other invoice and is coded for payment (code 1). The second has an invoice# of O/A XXXX, (XXXX being the invoice#), and is a credit amount on temporary hold. In effect, the system pays the open item that looks like an invoice and leaves a credit on the vendor's account with the ON-ACCOUNT item. See below.
CORP#/VEND#: 1 - 10000 BLACK & DECKER
STATUS:1=PAYMENT,2=TEMP. HOLD,3=PERM. HOLD,4=CLEAR
STATUS INV# INV. DATE NET AMT. DISC$ DUE DATE
1198 07/23/89 1457.75 08/10/89
1 123 07/29/89 550.00 07/29/89
2 O/A 123 07/29/89 550.00- 07/29/89
If for some reason, these partial payment or on-account records are incorrect, you may delete them using code 9-Delete Record. Simply key a '9' next to the first record created and press ENTER.
Note: Remember that if the vendor is set up for electronic payment, the partial payment records will be coded as electronic payments as well. If you plan to make the payment by check, you must change the record(s) to that payment method. When you go to pay the balance of the invoice at a later date, make sure to select the invoice AND the credit for the partial payment and make sure BOTH are coded as either pay by check or electronic payments.
Paul Fuller
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