Invoice Manager / Check on Demand

Function Key Explanations

To view a list of existing vendors

To search for a particular vendor(s) according to given criteria

To sort by certain criteria within the above F6 search

To search with criteria that CONTAINS or STARTS WITH

To lookup or change vendor information

To select the invoice view

To sort invoices according to options given

To pay a payment towards the total invoice amount and pay immediately

Save and post invoice

To go back or exit program

This option can be used to quickly create/print a check using a single option. The payee can be either a vendor currently setup in the system or a company/person that you choose to not setup as an Accounts Payable vendor.

Use this option to:

Add Accounts Payable invoices

Adjust existing Accounts Payable invoices

Select and Pay existing invoices for current vendor

Add invoices and immediately pay

Add new invoices & select existing invoices to pay current vendor

Quick Check for existing vendor without adding a new invoice

Quick Check for non-Accounts Payable vendor

Expedite invoice before due date

Place an invoice on Hold status

Make a one time partial payment towards an invoice

Make an ongoing partial payment towards an invoice for all future check runs

Corrections to accounts payable need to be done in accounts payable. Do NOT make corrections through journal entries. You will get a warning when attempting to make a journal entry to the accounts payable accounts.

Choose Accounts Payable Menu>>Processing>>Invoice manager /check on demand

1. Type the existing *Vendor Number or press F2/F6 for a list of existing vendors and press ENTER.
  
  F6
  
  *Press F6 to search for a particular vendor(s).
  
  When pressing F6 you can search according to Vendor Name, City & State, Zip Code and/or Telephone to narrow your search. You can also sort according to the above criteria in addition to Vendor Number by pressing F2 until you find the criteria you would like to sort by. You can also search for criteria in the given fields by typing in data and pressing F3 to search for the vendor that STARTS WITH or CONTAINS the data in which you typed.
  
  F2
  
  *Press F2 for a list of existing vendors.
  
  VENDOR
  
  Type in the vendor number of the vendor who sent you the invoice you are wanting to enter.
  
  *Press F2 for a list of existing vendors.
  
  *Press F6 to search for a particular vendor(s).
  
  When pressing F6 you can search according to Vendor Name, City & State, Zip Code and/or Telephone to narrow your search. You can also sort according to the above criteria in addition to Vendor Number by pressing F2 until you find the criteria you would like to sort by. You can also search for criteria in the given fields by typing in data and pressing F3 to search for the vendor that STARTS WITH or CONTAINS the data in which you typed.
2. Press ENTER to add an invoice or begin typing the *Invoice # here and press ENTER.
  
  Enter the number that was assigned to this invoice by the vendor. The number will be used as a reference to this invoice.

1. Complete the invoice detail section (top section) as desired with applicable information. (Click on a field name for an overview. An asterisk (*) denotes required fields.)
2. Press ENTER to advance to the distribution section (bottom section).
3. After completing the necessary information, press ENTER to complete each line for distribution.

Invoice # G/L #

Desc Total Invoice

Amount Paid

Invoice Date Discount Due Discount Taken

Invoice Due Discount % Balance Due

Discount $

Payment

Last Payment Partial Pay Apply Discount

Last Check # Inv. Status Remaining Balance

1. Below are some options you will have after entering your invoice information:
  1. Press F5 or click the button to save this invoice. This option can be taken when additional invoices are needing to be entered for this vendor. Press ENTER and you will be taken back to the invoice screen.
  2. Press F10 or click the button to save and post this invoice. This option can be taken when this is the last invoice you will be entering for this vendor and you do not want to print the check yet.

1. Select the appropriate posting date and press ENTER.
2. Select Continue (Enter) to post the invoices.
3. You will be returned to the vendor field.
4. Type in another vendor to continue adding invoices or press Esc/F9 to exit program and return to the menu.
5. A posting edit list will print according to the print option of your choice.

If the line Press Enter Here to Add Invoice does not appear on the screen that list all current invoices - PgDn until you see the line.

Remember if you enter the wrong due date, the wrong amount, the wrong discount, etc. just press enter on the invoice and you will be allowed to edit the invoice.

1. Type the existing *Vendor Number or press F2/F6 for a list of existing vendors and press ENTER.
  
  F6
  
  *Press F6 to search for a particular vendor(s).
  
  When pressing F6 you can search according to Vendor Name, City & State, Zip Code and/or Telephone to narrow your search. You can also sort according to the above criteria in addition to Vendor Number by pressing F2 until you find the criteria you would like to sort by. You can also search for criteria in the given fields by typing in data and pressing F3 to search for the vendor that STARTS WITH or CONTAINS the data in which you typed.
  
  F2
  
  *Press F2 for a list of existing vendors.
  
  VENDOR
  
  Type in the vendor number of the vendor who sent you the invoice you are wanting to enter.
  
  *Press F2 for a list of existing vendors.
  
  *Press F6 to search for a particular vendor(s).
  
  When pressing F6 you can search according to Vendor Name, City & State, Zip Code and/or Telephone to narrow your search. You can also sort according to the above criteria in addition to Vendor Number by pressing F2 until you find the criteria you would like to sort by. You can also search for criteria in the given fields by typing in data and pressing F3 to search for the vendor that STARTS WITH or CONTAINS the data in which you typed.

Highlight the invoice to be adjusted and press ENTER.
Up arrow to the total invoice amount. In that field type in the new amount of the invoice. (Note: Zero is also valid and that will delete the invoice). The invoice will be adjusted either up or down accordingly and press ENTER.

Vendor	Name
*Invoice # Enter the number that was assigned to this invoice by the vendor. The number will be used as a reference to this invoice.	G/L # This field allows you to distribute the total invoice amount among General Ledger accounts of your choosing. The system will default to the default Expense General Ledger number that was setup in the Add a New Vendor procedure. If you would like to change the General Ledger number, enter the number in this field or press F2 for a list of existing General Ledger numbers.
Desc Enter a description of the invoice or what was purchased on this invoice to use as a reference. Maximum length: 30 characters.				Total Invoice Enter the total dollar amount (without the $) of the invoice. This includes all taxes, etc.
				Amount Paid This view-only field displays the amount that has been paid and posted towards this invoice at this point.
Invoice Date Enter the date that is indicated on the invoice or statement in the MMDDYY format.	Discount Due If a discount percent or amount will be entered in the fields below, you must enter the date that the discount will be effective in the MMDDYY format. The discount will be applied if the invoice is paid on or before this date. NOTE:If you are to receive a discount on your bill, enter either a discount percentage or a discount $, not both.			Discount Taken This view-only field displays the discounts that have been posted towards this invoice at this point.
Invoice Due Enter the due date that is indicated on the invoice in the MMDDYY format.	Discount % If a percentage of your bill is to be discounted if you pay before a certain date, enter that percent amount here. NOTE: This amount will not post to the General Ledger until the bill is paid. The Outstanding Invoice record will maintain this amount.			Balance Due This view-only field displays the balance due according to what has been posted at this point.
	Discount $ If a flat dollar amount of your bill is to be discounted if you pay before a certain date, enter that dollar amount here. NOTE: This amount will not post to the General Ledger until the bill is paid. The Outstanding Invoice record will maintain this amount.
				Payment The amount typed in this field is the amount you are indicating will be paid towards this invoice this time only. This is a one time payment.
Last Payment This view-only field will show the date of the last payment applied to this invoice.	Partial Pay The amount typed in this field is the amount you are indicating will be paid towards this invoice each time you include the invoice in your check run. This amount will remain the same until you change it.			Apply Discount If a discount is to be applied to this invoice enter that discount amount here. NOTE: This discount will be applied to the next payment made to this invoice.
Last Check # This view-only field will show the check number applied toward this invoice.	Status H-Hold The automatic check generator will not produce a payment for this invoice when placed on this status. You must remove it from this status if you intend to make a payment through the Accounts Payable module. E-Expedite If an invoice needs to be paid with the next check run, regardless of the invoice due date, you may expedite payment. This will cause the invoice to be added to the next Cash Requirement report (unless you exclude this vendor) regardless of its due date, thus allowing the system to automatically include it in the next check run. IMPORTANT: You MUST re-run any current Cash Requirement report before attempting to print checks, otherwise, the entry you just made will not be included in the check run.			Remaining Balance This view-only field displays the remaining balance of this invoice after applying the above payment/discount (if applicable).
Div G/L #	Description	Amount	Control	A/R Invoice
Enter the Expense G/L # or F2 to lookup or if there is a vendor disbursement DISBURSED will appear		If this is a credit memo, enter in a negative (-) amount.	If Equipment G/L # - Enter Stock # If A/R G/L # - Enter Customer # F2 - Lookup Customer F3 - Lookup Current Equipment F4 - Lookup Sold Equipment
Popup	Save Invoice	Save and Post	Pay and Save	Back

If the Total Invoice amount is adjusted, the distribution section will appear (continue to Step 5). If the Total Invoice amount does not need to be adjusted, you will be returned to the list of invoices. Select another invoice to be adjusted or press Esc/F9 to be returned to the vendor field.
The amount that needs to be distributed will automatically appear and the cursor will default into the G/L # field. Accept or type in the General Ledger # you wish to use.

This field allows you to distribute the total invoice amount among General Ledger accounts of your choosing. The system will default to the default Expense General Ledger number that was setup in the Add a New Vendor procedure. If the default General Ledger number is okay, press ENTER. If you would like to change the General Ledger number, enter the General Ledger # in this field or press F2 for a list of existing General Ledger numbers.
Accept the total amount by pressing ENTER or adjust the amount appropriately and advance to the next line.
Continue with Steps 5-6 until all distribution entries are complete and press F5or click the button to save the changes to the invoice.
1. Once all invoices are entered, press F10 to post this invoice's adjustments.
2. Select the appropriate posting date and press ENTER.
3. Select Continue (Enter) to post the adjustments.
4. You will be returned to the vendor field.
5. Type in another vendor to continue adjusting invoices or press Esc/F9 when finished adjusting invoices for all vendors.

Select and Pay existing Invoices for a current Vendor

1. Type the existing *Vendor Number or press F2/F6 for a list of existing vendors and press ENTER.
  
  F6
  
  *Press F6 to search for a particular vendor(s).
  
  When pressing F6 you can search according to Vendor Name, City & State, Zip Code and/or Telephone to narrow your search. You can also sort according to the above criteria in addition to Vendor Number by pressing F2 until you find the criteria you would like to sort by. You can also search for criteria in the given fields by typing in data and pressing F3 to search for the vendor that STARTS WITH or CONTAINS the data in which you typed.
  
  F2
  
  *Press F2 for a list of existing vendors.
  
  VENDOR
  
  Type in the vendor number of the vendor who sent you the invoice you are wanting to enter.
  
  *Press F2 for a list of existing vendors.
  
  *Press F6 to search for a particular vendor(s).
  
  When pressing F6 you can search according to Vendor Name, City & State, Zip Code and/or Telephone to narrow your search. You can also sort according to the above criteria in addition to Vendor Number by pressing F2 until you find the criteria you would like to sort by. You can also search for criteria in the given fields by typing in data and pressing F3 to search for the vendor that STARTS WITH or CONTAINS the data in which you typed.

Highlight the invoice to be paid and press the SPACE bar to mark it ready to pay. The amount in the Payment column will be highlighted.
- If the wrong invoice was selected just press the SPACE bar again to un-select.
- The check total will be calculating in the top right as each invoice is marked to pay.

Press F10 to print and post when all invoices that need to be paid have been selected.
Type the check number.
Verify check date and post date given.
Press ENTER.
Choose Print Check.
Select the printer in which you will be using.
Verify the check printed correctly. If necessary, choose the Print Check option again to reprint.
If check printed correctly, choose Post Transactions.
You will be returned to the vendor field.
Type in another vendor to pay invoices for or press Esc/F9 when finished.

Add invoices and immediately pay

1. Type the existing *Vendor Number or press F2/F6 for a list of existing vendors and press ENTER.
  
  F6
  
  *Press F6 to search for a particular vendor(s).
  
  When pressing F6 you can search according to Vendor Name, City & State, Zip Code and/or Telephone to narrow your search. You can also sort according to the above criteria in addition to Vendor Number by pressing F2 until you find the criteria you would like to sort by. You can also search for criteria in the given fields by typing in data and pressing F3 to search for the vendor that STARTS WITH or CONTAINS the data in which you typed.
  
  F2
  
  *Press F2 for a list of existing vendors.
  
  VENDOR
  
  Type in the vendor number of the vendor who sent you the invoice you are wanting to enter.
  
  *Press F2 for a list of existing vendors.
  
  *Press F6 to search for a particular vendor(s).
  
  When pressing F6 you can search according to Vendor Name, City & State, Zip Code and/or Telephone to narrow your search. You can also sort according to the above criteria in addition to Vendor Number by pressing F2 until you find the criteria you would like to sort by. You can also search for criteria in the given fields by typing in data and pressing F3 to search for the vendor that STARTS WITH or CONTAINS the data in which you typed.
2. Press ENTER to add an invoice or begin typing the *Invoice # here.
  
  Enter the number that was assigned to this invoice by the vendor. The number will be used as a reference to this invoice.
3. Press ENTER after entering the invoice number.
4. Complete the invoice detail section (top section) as desired with applicable information.

1. Press ENTER to advance to the distribution section (bottom section). Complete each line for distribution and press ENTER.
2. Type in the G/L # to record the first distribution.
  
  This field allows you to distribute the total invoice amount among General Ledger accounts of your choosing. The system will default to the default Expense General Ledger number that was setup in the Add a New Vendor procedure. If you would like to change the General Ledger number, enter the number in this field or press F2 for a list of existing General Ledger numbers.
3. After completing the necessary information, press ENTER to complete each line for distribution.
4. Press F8 to pay and save.

Notice the Amount Due and Payment columns are both highlighted. Why?

Both fields are highlighted because the invoice is new and will post as a credit to the accounts payable's General Ledger account and a debit(s) to the General Ledger account specified in the distribution.

In addition, the invoice was also marked as ready to pay so it will immediately debit the accounts payable's General Ledger account and credit the bank account defined for the Check or Electronic Transfer.

All invoices in the list with the Payment field highlighted will be included in the check total which will be calculating in the top right as each invoice is marked to pay.

1. Press F10 to print and post.
2. Type the check number.
3. Verify check date and post date given.
4. Press ENTER.
5. Choose Print Check.
6. Select the printer in which you will be using.
7. Verify the check printed correctly. If necessary, choose the Print Check option again to reprint.
8. If check printed correctly, choose Post Transactions.
9. You will be returned to the vendor field.
10. Type in another vendor to add and pay invoices for or press Esc/F9 when finished.
11. Select the printer in which you will be using for the edit list to print containing all transactions completed while in this option.

Remember, if you forget to press F8 Pay and Save while in the invoice screen, just highlight the invoice from the list of invoices and press the SPACE bar to mark as ready to pay.

You are not required to print a check when you choose F10 Print and Post, choose Post Transactions if you are processing an electronic transfer and only want to post this transaction.

Add new invoices & select existing invoices to pay current vendor

1. Type the existing *Vendor Number or press F2/F6 for a list of existing vendors and press ENTER.
  
  F6
  
  *Press F6 to search for a particular vendor(s).
  
  When pressing F6 you can search according to Vendor Name, City & State, Zip Code and/or Telephone to narrow your search. You can also sort according to the above criteria in addition to Vendor Number by pressing F2 until you find the criteria you would like to sort by. You can also search for criteria in the given fields by typing in data and pressing F3 to search for the vendor that STARTS WITH or CONTAINS the data in which you typed.
  
  F2
  
  *Press F2 for a list of existing vendors.
  
  VENDOR
  
  Type in the vendor number of the vendor who sent you the invoice you are wanting to enter.
  
  *Press F2 for a list of existing vendors.
  
  *Press F6 to search for a particular vendor(s).
  
  When pressing F6 you can search according to Vendor Name, City & State, Zip Code and/or Telephone to narrow your search. You can also sort according to the above criteria in addition to Vendor Number by pressing F2 until you find the criteria you would like to sort by. You can also search for criteria in the given fields by typing in data and pressing F3 to search for the vendor that STARTS WITH or CONTAINS the data in which you typed.
2. You may do all of the following options from the invoice screen:
  - Highlight the invoice(s) to be paid and press the SPACE bar to mark them ready to pay. The amount in the Payment column will be highlighted.

1. - Press ENTER to open the invoice to indicate the amount you are wanting to pay on that invoice (if not the total amount).
  - Type an *Invoice # and press ENTER. Complete the invoice detail section (top section) as desired with applicable information. Press ENTER to advance to the distribution section (bottom section). Type in the G/L # to record the first distribution. After completing the necessary information, press ENTER to complete each line for distribution.
    
    This field allows you to distribute the total invoice amount among General Ledger accounts of your choosing. The system will default to the default Expense General Ledger number that was setup in the Add a New Vendor procedure. If you would like to change the General Ledger number, enter the number in this field or press F2 for a list of existing General Ledger numbers.
    
    Enter the number that was assigned to this invoice by the vendor. The number will be used as a reference to this invoice.

1. Press F8 to pay and save.

Notice the Amount Due and Payment columns are both highlighted. Why?

Both fields are highlighted because the invoice is new and will post as a credit to the payables General Ledger account and a debit(s) to the General Ledger account specified in the distribution.

In addition the invoice was also marked as ready to pay so it will immediately debit the payables General Ledger account and credit the bank account defined for the Check or Electronic Transfer.

All invoices in the list with the Payment field highlighted will be included in the check total which will be calculating in the top right as each invoice is marked to pay.

1. Press F10 to print and post.
2. Type the check number.
3. Verify check date and post date given.
4. Press ENTER.
5. Choose Print Check.
6. Select the printer in which you will be using.
7. Verify the check printed correctly. If necessary, choose the Print Check option again to reprint.
8. If check printed correctly, choose Post Transactions.
9. You will be returned to the vendor field.
10. Type in another vendor to add and pay invoices for or press Esc/F9 when finished.
11. Select the printer in which you will be using for the edit list to print containing all transactions completed while in this option.

Quick Check for existing vendor without adding a new invoice

1. Type the existing *Vendor Number or press F2/F6 for a list of existing vendors and press ENTER.
  
  F6
  
  *Press F6 to search for a particular vendor(s).
  
  When pressing F6 you can search according to Vendor Name, City & State, Zip Code and/or Telephone to narrow your search. You can also sort according to the above criteria in addition to Vendor Number by pressing F2 until you find the criteria you would like to sort by. You can also search for criteria in the given fields by typing in data and pressing F3 to search for the vendor that STARTS WITH or CONTAINS the data in which you typed.
  
  F2
  
  *Press F2 for a list of existing vendors.
  
  VENDOR
  
  Type in the vendor number of the vendor who sent you the invoice you are wanting to enter.
  
  *Press F2 for a list of existing vendors.
  
  *Press F6 to search for a particular vendor(s).
  
  When pressing F6 you can search according to Vendor Name, City & State, Zip Code and/or Telephone to narrow your search. You can also sort according to the above criteria in addition to Vendor Number by pressing F2 until you find the criteria you would like to sort by. You can also search for criteria in the given fields by typing in data and pressing F3 to search for the vendor that STARTS WITH or CONTAINS the data in which you typed.
2. Press F5 Quick Check.
3. The system will default to the default Expense General Ledger # that was setup in the Add a New Vendor procedure. If the default General Ledger number is okay continue to Step 4. If it needs to be changed do so at this time. If there was not a default Expense General Ledger # setup it will be blank and will need to be entered. Press F2 for a list of existing General Ledger numbers.

1. After completing the necessary information, press ENTER to complete each line for distribution of this invoice.
2. The check amount will appear in the top right.
3. Once the amount is correct and distribution is complete, press F10 to print and post.
4. Type the check number.
5. Verify check date and post date given.
6. Press ENTER.
7. Choose Print Check.
8. Select the printer in which you will be using.
9. Verify the check printed correctly. If necessary, choose the Print Check option again to reprint.
10. If check printed correctly, choose Post Transactions.
11. You will be returned to the vendor field.
12. Type in another vendor to add and pay invoices for or press Esc/F9 when finished.
13. Select the printer in which you will be using for the edit list to print containing all transactions completed while in this option.

Quick Check for non-Accounts Payable vendor

1. In a blank Vendor field press ENTER.
2. Type the Vendor Name and/or complete the address information.
3. Press ENTER.

1. Type in the General Ledger #'s and amounts to distribute the invoice. Press F2 for a list of existing General Ledger numbers. After completing the necessary information, press ENTER to complete each line for distribution of this invoice.
2. The check amount will appear in the top right.
3. Once the amount is correct and distribution is complete, press F10 to print and post.
4. Type the check number.
5. Verify check date and post date given.
6. Press ENTER.
7. Choose Print Check.
8. Select the printer in which you will be using.
9. Verify the check printed correctly. If necessary, choose the Print Check option again to reprint.
10. If check printed correctly, choose Post Transactions.
11. You will be returned to the vendor field.
12. Type in another vendor to add and pay invoices for or press Esc/F9 when finished.
13. Select the printer in which you will be using for the edit list to print containing all transactions completed while in this option.

Expedite invoice before due date

If an invoice is in the Outstanding Invoice file in Accounts Payable and needs to be paid with the next check run, regardless of the invoice due date, you may expedite the payment.

1. Type the existing *Vendor Number or press F2/F6 for a list of existing vendors and press ENTER.
  
  F6
  
  *Press F6 to search for a particular vendor(s).
  
  When pressing F6 you can search according to Vendor Name, City & State, Zip Code and/or Telephone to narrow your search. You can also sort according to the above criteria in addition to Vendor Number by pressing F2 until you find the criteria you would like to sort by. You can also search for criteria in the given fields by typing in data and pressing F3 to search for the vendor that STARTS WITH or CONTAINS the data in which you typed.
  
  F2
  
  *Press F2 for a list of existing vendors.
  
  VENDOR
  
  Type in the vendor number of the vendor who sent you the invoice you are wanting to enter.
  
  *Press F2 for a list of existing vendors.
  
  *Press F6 to search for a particular vendor(s).
  
  When pressing F6 you can search according to Vendor Name, City & State, Zip Code and/or Telephone to narrow your search. You can also sort according to the above criteria in addition to Vendor Number by pressing F2 until you find the criteria you would like to sort by. You can also search for criteria in the given fields by typing in data and pressing F3 to search for the vendor that STARTS WITH or CONTAINS the data in which you typed.

Highlight the *Invoice Number or type in the invoice number and press ENTER.

Enter the number that was assigned to this invoice by the vendor. The number will be used as a reference to this invoice.
Type an E in the Status field (located in the middle column)

H-Hold

The automatic check generator will not produce a payment for this invoice when placed on this status. You must remove it from this status if you intend to make a payment through the Accounts Payable module.

E-Expedite

If an invoice needs to be paid with the next check run, regardless of the invoice due date, you may expedite payment. This will cause the invoice to be added to the next Cash Requirement report (unless you exclude this vendor) regardless of its due date, thus allowing the system to automatically include it in the next check run.

IMPORTANT: You MUST re-run any current Cash Requirement report before attempting to print checks, otherwise, the entry you just made will not be included in the check run.

Press ENTER and the screen will display the list of invoices. The invoice changed to E will appear with EXPEDITE in the Desc./Status field.

Press Esc to exit.

Place an invoice on Hold status

Select Accounts Payable Menu>>Processing>>Invoice manager/check on demand.
1. Type the existing *Vendor Number or press F2/F6 for a list of existing vendors and press ENTER.
  
  F6
  
  *Press F6 to search for a particular vendor(s).
  
  When pressing F6 you can search according to Vendor Name, City & State, Zip Code and/or Telephone to narrow your search. You can also sort according to the above criteria in addition to Vendor Number by pressing F2 until you find the criteria you would like to sort by. You can also search for criteria in the given fields by typing in data and pressing F3 to search for the vendor that STARTS WITH or CONTAINS the data in which you typed.
  
  F2
  
  *Press F2 for a list of existing vendors.
  
  VENDOR
  
  Type in the vendor number of the vendor who sent you the invoice you are wanting to enter.
  
  *Press F2 for a list of existing vendors.
  
  *Press F6 to search for a particular vendor(s).
  
  When pressing F6 you can search according to Vendor Name, City & State, Zip Code and/or Telephone to narrow your search. You can also sort according to the above criteria in addition to Vendor Number by pressing F2 until you find the criteria you would like to sort by. You can also search for criteria in the given fields by typing in data and pressing F3 to search for the vendor that STARTS WITH or CONTAINS the data in which you typed.

Highlight the invoice number or type in the invoice number and press ENTER.
Type an H in the Status field (located in the middle column)

H-Hold

The automatic check generator will not produce a payment for this invoice when placed on this status. You must remove it from this status if you intend to make a payment through the Accounts Payable module.

E-Expedite

If an invoice needs to be paid with the next check run, regardless of the invoice due date, you may expedite payment. This will cause the invoice to be added to the next Cash Requirement report (unless you exclude this vendor) regardless of its due date, thus allowing the system to automatically include it in the next check run.

IMPORTANT: You MUST re-run any current Cash Requirement report before attempting to print checks, otherwise, the entry you just made will not be included in the check run.

Press ENTER and the screen will display the list of invoices. The invoice changed to H will appear with HOLD in the Desc./Status field.

Press Esc to exit.

Recurring Entries

In the Inv Status field you can select recurring and then will be prompted to select the number of payments

When doing recurring entries, if you place "STK:" followed by the stock number in the invoice description field of the header, the stock number will be used as the control when posting the expense account

Make a one time partial payment towards an invoice

Select Accounts Payable Menu>>Processing>>Invoice manager/check on demand.
1. Type the existing *Vendor Number or press F2/F6 for a list of existing vendors and press ENTER.
  
  F6
  
  *Press F6 to search for a particular vendor(s).
  
  When pressing F6 you can search according to Vendor Name, City & State, Zip Code and/or Telephone to narrow your search. You can also sort according to the above criteria in addition to Vendor Number by pressing F2 until you find the criteria you would like to sort by. You can also search for criteria in the given fields by typing in data and pressing F3 to search for the vendor that STARTS WITH or CONTAINS the data in which you typed.
  
  F2
  
  *Press F2 for a list of existing vendors.
  
  VENDOR
  
  Type in the vendor number of the vendor who sent you the invoice you are wanting to enter.
  
  *Press F2 for a list of existing vendors.
  
  *Press F6 to search for a particular vendor(s).
  
  When pressing F6 you can search according to Vendor Name, City & State, Zip Code and/or Telephone to narrow your search. You can also sort according to the above criteria in addition to Vendor Number by pressing F2 until you find the criteria you would like to sort by. You can also search for criteria in the given fields by typing in data and pressing F3 to search for the vendor that STARTS WITH or CONTAINS the data in which you typed.

Highlight the invoice number or type in the invoice number and press ENTER.
Type in the amount you want to pay immediately in the Payment field.

The amount typed in this field is the amount you are indicating will be paid towards this invoice this time only. This is a one time payment.

Press ENTER to save and the amount typed in will be highlighted in the Payment column.
Choose F10 to Print/Post.
Press Esc to exit.

Make an ongoing partial payment towards an invoice for all future check runs

Select Accounts Payable Menu>>Processing>>Invoice manager/check on demand.
1. Type the existing *Vendor Number or press F2/F6 for a list of existing vendors and press ENTER.
  
  F6
  
  *Press F6 to search for a particular vendor(s).
  
  When pressing F6 you can search according to Vendor Name, City & State, Zip Code and/or Telephone to narrow your search. You can also sort according to the above criteria in addition to Vendor Number by pressing F2 until you find the criteria you would like to sort by. You can also search for criteria in the given fields by typing in data and pressing F3 to search for the vendor that STARTS WITH or CONTAINS the data in which you typed.
  
  F2
  
  *Press F2 for a list of existing vendors.
  
  VENDOR
  
  Type in the vendor number of the vendor who sent you the invoice you are wanting to enter.
  
  *Press F2 for a list of existing vendors.
  
  *Press F6 to search for a particular vendor(s).
  
  When pressing F6 you can search according to Vendor Name, City & State, Zip Code and/or Telephone to narrow your search. You can also sort according to the above criteria in addition to Vendor Number by pressing F2 until you find the criteria you would like to sort by. You can also search for criteria in the given fields by typing in data and pressing F3 to search for the vendor that STARTS WITH or CONTAINS the data in which you typed.

Highlight the invoice number or type in the invoice number and press ENTER.
Place the cursor in the Partial Pay field

The amount typed in this field is the amount you are indicating will be paid towards this invoice each time you include the invoice in your check run. This amount will remain the same until you change it.
Type in the amount you want to pay each time you run the Cash requirements/check run option.

Press ENTER to save and the Partial Pay amount you typed in will show up as the amount to pay until you change it.

This amount will NOT default as the amount to pay when you use the Invoice manager/check on demand option.

Press Esc to exit this vendor.
Press Esc again to exit the program.

If totals are too large

If the totals on you AP Invoicing screen are to large you can press F6 at the bottom of the screen, that will bring up the pop up with the actual totals.

Invoice Views

When you first get into the program there is a function key SF5 or click the button for invoice view that allows you to review invoices.

Once selected the following options are available:

If you select the custom date range, the date range screen will pop up.