The first step in Payment Processing is entering the payments. From the Accounts Payable menu, select Enter & View Payments. This will bring you to thePayments Screen. This screen displays a listing of all the payments recorded in the accounting system that your company or division made. On this screen, you can search for payments by clicking the Search button at the top right, or enter a new payment by clicking the New Button.
Once you click the New button to start a new payment, this will bring you to the New Payments Screen. You will notice that many of the fields on the screen are already filled in. They are filled in with default data that was shipped with the system. Go down the list and enter the information for your specific payment, changing or removing the default data as necessary.
The Payment ID Field will always say <new> when entering a new payment. This field is the ID number for the database for that particular payment, and cannot be changed or edited.
The first field to enter information into is the Payment Type ID field. This is a drop down list from which you select the method by which you are making the payment (credit card such as Visa or Master Card, wire transfer, check, etc).
Next enter the Check Number in that box if you are paying by check or E-Check. If you are not paying by check or E-Check, leave this field blank.
Enter the date of the check in the Check Date field. The date must be entered as mm/dd/yyyy.
Then select the Vendor (company or supplier) by clicking on the box at the end of the Vendor ID field. This will bring up a list of Vendors that have been entered into the system. From that list, select the Vendor you are paying by clicking the select option at the left side of the line next to the Vendor's name you want to pay.
Enter the date you are making the payment in the Payment Date field. The date must be entered as mm/dd/yyyy.
Enter the date the payment is due in the Payment Due Date field. The date must be entered as mm/dd/yyyy.
Enter the date the item/service for this payment was purchased in the Purchase Date field. The date must be entered as mm/dd/yyyy.
Enter the amount of your payment in the Amount field. Enter the total amount of the payment, even if the payment is for multiple invoices or bills/statements. You will be able to allocate a single payment to separate invoices once the main information is entered as described further down in this section of the documentation.
The GL Bank Account field shows a list of all of your accounts from the Chart of Accounts. From this list, select the cash account that you want to pay this bill from.
The Notes field is where you can enter any notes into the system about this payment.
The Currency ID field will already be filled in for you using the information you selected when you first set up your company. If this is incorrect, you can change it by clicking on the arrow and selecting an option from the list.
The Currency Exchange Rate will also be filled in based on the information you selected when you set up your company. If this is incorrect, you can change it by entering exchange rate.
The Invoice Number field is where an invoice or document number can be entered that corresponds with the payment.
The Check Printed box will be automatically selected once the check is printed. Therefore, it cannot be checked off manually.
The Paid box will be automatically selected once the payment has been made. Therefore, it cannot be checked off manually..
The Approved for Payment check box will be automatically selected when the payment is approved during the next step, Approving Payments.
The Approved for Payment Date is where the date is entered when the payment is approved. It will be automatically completed when the payment is approved in the next step, Approving Payments.
Allocating Payments to Invoices
Once the main payment information has been entered, the next step is to select how much of the payment is going to each individual invoice or bill by entering individual transactions for that payment. This is done in the Payment Detail Section. You must enter information into the payment detail section for the payment to be processed correctly.
Click the New button in the Payment Detail Section to bring up a new set of fields where the details can be entered for the payment.
Splitting payments into multiple General Ledger categories so that the proper General Ledgers accounts are credited is very important for the proper tracking of expenses and costs related to projects. For example, lets say you purchase computer hardware, computer supplies, and consulting services from a particular computer company. Using payment details, you can properly split the one payment to the company into the proper General Ledger accounts within the Integral Accounting Enterprise system to properly track and account for expenses.
Sub-vendor split payments is for situations where you are making payments to a parent entity for sub entities where the sub entities expenses would post to different General Ledger accounts, or where you are paying "entity A" for a lot of different items that are expensed differently. For instance, if you are paying a corporate VISA card for a month of expenses, the "Header" would be for VISA, but the Sub-Vendor would be all of the places that I used the VISA card, the amounts spent there, and the proper General Ledger Expense accounts. The following scenario demonstrates in further detail how sub-vendor split payments works:
A payment is being made for the company's monthly credit card bill which totals $5,000.00. This goes in the Main Section.
Now you enter the details:
$1,500 was for a plane ticket for a business trip. The sub vendor would be either the airlines or the travel agent and the expense account would be the travel & entertainment account.
$3,000 was for Printed Sales Materials. The sub vendor would be the Print Shop and the expense account would be the proper expense account for this type of purchase.
$500 is to the local office supply store for supplies. The sub vendor would be the office supply store and the expense account would be the office supplies expense account.
What if the payment cannot be split or was only for one expense?
If you only have one payment detail, then the sub vendor, the document number, document date and such would be the same as the header, and the expense GL account would be the expense GL account associated with that vendor. There would be no need to enter additional payment details
Note: Allocating payments is optional.
You can select to have the entire amount go to the one bill and make one entry, or you can specify what each portion of the payment is for. This step depends on how your company prefers to enter and record transactions. However, you must enter at least ONE payment detail for the payment to process correctly.
A breakdown of the fields in the Payment Details Section is as follows:
The Sub Vendor ID field is where you will enter the name of the Sub Vendor for which you are making the payment. In the example above, the first Payment Detail entry is $3,000 for printed sales material. The name of the print shop would be entered here.
Doc Number where a specific number can be entered for that particular entry. In the example above, there would be an invoice number from the print shop (or perhaps a PO number). Enter that number in this field.
Enter the date for which the transaction took place in the Doc Date field.
In the Account field, select the GL Expense Account that this transaction should be recorded in. In the example above, since the first transaction being entered is for travel and entertainment, the company's travel and entertainment account would be selected.
In the Amount field, enter the amount to allocate for that specific transaction. In the example above, $1,500 is the amount allocated for the first for this transaction, therefore that amount would go in this field.
The Project field is where a specific project can be noted for this particular transaction. If there is no project associated with this transaction, then leave this field blank.
Once the information for that specific payment detail has been entered, additional payment details can be entered by pressing the New button and following the steps outlined above.
If there are no additional payment details to be entered, select OK to post the payment to the system. A confirmation box will come up requesting confirmation of posting the payment.