Unposted Transaction > Update

Unposted Transactions - Update allows you to enter Accounts Payable transactions.

This Section Includes:

ØVendor Search

ØTransaction Update

ØDetails Tab

ØACH Tab

ØAttachments Tab

ØNote Tab

 

Vendor Search

 

Select the Vendor in the Person Search window. By default the search text for the Name field searches for last names and organizations. To search for first and last names enter your search in the "lastname, firstname" format. Uncheck the Only Active? check box if you would like to view inactive vendors. You can also search by City and State. Select the vendor for which you are creating the transaction and click the Select button. Alternately, click the Close link to return to the previous page without selecting a vendor.

NOTE: Search for just a first name by starting your search with a comma (e.g., ", James"). Display a complete list of vendors by searching for

 

Transaction Update

 

 

 

The currently selected bank account is displayed above the Vendor. You can change the bank account in Current Financial Settings (More Information). Existing Terms are displayed below the selected vendor name. Select the type of transaction:

•Invoice: Invoices are entered into Accounts Payable to be later selected and paid. This method is used if you plan to process computer generated checks. You are able to select specific invoices you wish to pay when processing checks. After invoices have been entered, edited, and finalized they then move into Payment Processing as unpaid invoices and remain there until payment is made.

•Quick Check: Quick Checks allow you to quickly print checks without going through Payment Processing. Transactions entered as quick checks allow you to print checks directly from the Unposted Transactions page.

•Manual Check: Manual checks are those checks that are hand written rather than computer generated This method processes all of the necessary information to General Ledger, Bank Account Management, and the vendor records without actually printing checks. When you save and finalize manual checks they do not go to Payment Processing.

•Adjustment: Adjustments are entered when an invoice has been finalized but not paid and needs to be adjusted due to either an error or a credit issued. You can make multiple adjustments to an existing invoice. This procedure does not change the original invoice, but adjusts the amount to be paid to the vendor.

•Electronic Funds Transfer: Electronic Funds Transfers allow you to record e-Payments, e-Checks, PayPal payments, or any other online bill payments. When this option is selected, the Check Date field changes to Payment Date, and the Confirmation # field becomes available.

•Send EFT to Manage Payments: Used for the same type of transactions as Electronic Funds Transfers. However, it allows you to process the transaction on an accrual basis (i.e., post Expense to one Period, but post Bank/Asset to a different Period). Like Invoices, these Electronic Funds Transfers post from Unposted Transactions to Payment Processing. However, when you choose Process Payments, you do not get a check or voucher.

There are a few additional options:

•Print on Separate Check: This option causes a separate check to be printed for this invoice rather than combining with multiple invoices to the same vendor.

•Use ACH: This option causes a new ACH tab to appear below and is only available for Invoices and Adjustments.

•Keep General Ledger Distribution for next vendor

For each transaction you have access to the following fields (depending on transaction type):

•Invoice #: Use a different invoice number for each invoice. Accounts Payable assigns the next available number if left blank or you may want to assign a unique number to this invoice for future tracking purposes. If you enter an invoice number used previously for the same vendor you are warned and asked to enter a different invoice number or vendor.
Note: Accounts Payable increments the next available Invoice # on a per-vendor basis.

•Invoice Date

•Due Date: This date is when the invoice payment is due and is used to select invoices for payment.

•Invoice Total: The invoice can be distributed between multiple General Ledger accounts later in the process. You may enter a zero amount for a manual check if desired.

•Discount Type: If this transaction has a discount select Dollar or Percent in the drop-down list.

•Discount: Enter the discount as a dollar amount or percentage depending on what you selected for Discount Type. See below for more information about discounts.

•Check #: Enter the check number of the pre-written check. This field is only active if you are entering a manual check.

NOTE: If you enter a duplicate check number Accounts Payable prompts you that the check number is already entered against the bank account in history.

•Check Date: Enter the check date of the pre-written check. This field is only active if you are entering a manual check.

•Confirmation #: Enter the confirmation # of the electronic funds transfer. This field is only active if you are entering an electronic funds transfer.

•Tax: Enter the tax amount if it applies. The tax amount is distributed between each line amount on the invoice by a calculated percentage. This field is only active if you chose to record tax, freight, and other charges in Company Information.

•Freight: Enter the freight amount if it applies. The freight amount is distributed between each line amount on the invoice by a calculated percentage. This field is only active if you chose to record tax, freight, and other charges in Company Information.

•Other: Enter any other amount to be charged (e.g., handling fees and so forth). This amount is distributed between each line amount on the invoice by a calculated percentage. This field is only active if you chose to record tax, freight, and other charges in Company Information.

 

 

There are four tabs on the Update page if you have Use ACH selected above.

Details Tab

The Details tab is where you put the transaction detail. If you are using a Distribution for this invoice select it below the grid from the drop-down list and click the Apply Distribution button. Otherwise, enter in your level information according to your account structure. Enter the Account # and a Description for the line. You can also select a Project and 1099 status. 

NOTE: Click the icon or press "s" in any field with the Search  icon to display a Search window. Use the filter at the top to narrow down your selection. In the Account Search window you can also specify the Account Type in a drop-down list. You can then double-click the item you want to select or click the item and click Select. Click the Cancel link to return to the Update page without making a selection.

 

 

Enter the Amount and then click the Add New  icon to add another detail line if desired. As many detail lines as needed can be added in this fashion. You can also enter a number between 1-99 on the right and click the Add New  icon to add multiple lines at once (e.g., Add 10 New Lines).

When “Display Remaining Budget Amounts on Entry” is selected in Company Information, the “Remaining Budget” will display below the Account name. “YTD” is calculated by subtracting Actual YTD from Budget YTD, and “Annual” is calculated by subtracting Actual Annual from Budget Annual.

 

 

ACH Tab

The ACH information set up as the default on the vendor record is selected in the Account(s) assigned drop-down list. If desired use the drop-down list to select a different account. Informational fields for Account Type, Bank Routing #, Bank Account # display the settings for the selected account. You can also select add new account in the Account(s) assigned drop-down list and enter the appropriate information in the fields provided. This information is saved to the vendor record when you save the invoice.

Attachments Tab

The Attachments tab allows you to attach files accessible from your device or to scan image files using the Scanner.Client.exe program. See the Attachments Help Page for detailed information regarding the attachments feature.

 

 

Note Tab

Enter a note in the field provided if you wish.

When finished click the Apply button to save the transaction and start entering a new transaction, the Update button to save changes to the transaction and return to the Unposted Transactions page, the Reset link to undo all changes since the last time the page was updated, or the Cancel link to return to the Unposted Transactions page without saving your changes.