Post Accounts Payable Page

Use this page to post payments to your database. You can post purchase order payments or enter payments for transactions that are not tied to purchase orders.

Menu Path

From the Fund Accounting menu, select Entry and Processing. From the Payable Entry menu, select Post Accounts Payable.

Action Bar

Asset Information	Displays the Asset Information page for listing, updating, and adding fixed assets information.
Change Orders	Displays the Change Orders page for listing, updating, and adding change orders.
Alternate Vendor	Displays the Alternate Vendor Information page where you can select or add an alternate address for the vendor associated with the payable.
Set Period	Displays the Reset Period page where you can change the accounting period, fiscal year, and transaction date used for recording the payable transaction.
Vendor Access Invoices	Displays the Process Invoices page. Use this page to display attachments or create payables for vendor invoices submitted through Vendor Access Center (VAC). This option only appears for customers using Vendor Access Center. At least one invoice must be uploaded through VAC from the vendor. The user must have security resource 10222 - MAY PROCESS VENDOR ACCESS INVOICES.

The following items display when you access the Payment Distribution section, depending on the Payment Type. The Asset Information and Change Orders items continue to display, but the Alternate Vendor and Set Period items are no longer available.

Delete Row	Deletes a selected distribution line item.
Discount	Displays the Discount Information page where you can adjust the vendor discount amount and tax rates applied to a line item payment in the payment distribution section. This items applies to both purchase order and non-purchase order payments.
Quantity	Displays the Quantities Received page where you can record receipt of purchase order items. This item only applies to purchase orders.

Additional items are available on the page's toolbar for adding information to a payable record. For details, refer to:

Post Payables

If you need to change the fiscal year accounting period or transaction date for the payable record, select Set Period.
In the Payment Type section, select the appropriate radio button:
- Purchase Order Payment to create a payable for an existing purchase order or encumbrance.
- Non-Purchase Order Payment to create a payable that does not apply to an existing purchase order or encumbrance.
Complete the fields in the General Payable Data and Payment Distribution sections.
Click OK to save the record.

You can enter payables for current or prior fiscal year encumbrances, as long as the prior fiscal year does not have a final close. To apply a payable to the prior year, reset the fiscal year period to Period 13 of the prior year.

Fields

Following are descriptions for the fields in the General Payable Data and payment distribution sections. Some of the fields are only available when you use the Purchase Order Payment option. When this is the case for a specific field, it is noted in the description.

Payment Type

Field	Description
Payment Type	Select the appropriate option to determine if the payable you are creating applies to an existing purchase order or encumbrance.

General Payable Data

Field	Description
Control Number	Number or code used to group similar entries. Character/8 Enter a control number to process multiple vendor checks for payables. You can enter the control number as a variable when processing checks. If you use an approval process for payables, the control number identifies the batch to store payable items routed for approval. You can use the control number to search for payable records.
PO Or Encumber	Number for the purchase order or encumbrance you are paying. Character/8 The system lets you distribute the payable amount among the line items for the PO or encumbrance in the payment distribution section. The field name is defined in the Fund Accounting Profile. This field only appears when you select Purchase Order Payment.
Approval	Code identifying the payable's approval group. The accounts payable approval process can be set up in the Fund Accounting Profile for approval by key organization (from the Organization Chart) or by user-defined groups. The field title is defined in the Fund Accounting profile Group Title field. For an explanation of how the approval group affects accounts payable approval, refer to Accounts Payable Approval. The Approval field appears based on settings in the Fund Accounting Profile and the Payment Type you select. Your organization might use an approval process for non-purchase order payments but not for PO payments or vice-versa.
Vendor	Vendor code for the vendor you are paying. Character/8 Consider the following: If you use leading zeros, such as 000005, you must enter the full vendor code. If the Default No PO Payment Info field in the Fund Accounting Profile is selected and you enter multiple payables using the Non-Purchase Order Payment option, the vendor code populates the same code from the previous payable. When you enter a vendor code, the Vendor Address appears so you can verify the Accounts Payable address. To associate a different address with the vendor, use the Alternate Vendor menu in the Action Bar. After you select a vendor or alternate vendor address, the system displays the corresponding EFT indicator next to the Invoice Date field.
Invoice	Invoice number or other reference information for the payable. Character/30 If the Duplicate Invoice Checking field in the Fund Accounting Profile is set to F - Fatal, the system checks the invoice number/vendor combination and prevents the transaction if it finds a match. If the flag is set to W - Warning, the system issues a warning if a duplicate exists. If the Default No PO Payment Info field in the Fund Accounting Profile is selected and you are making multiple entries using the Non-Purchase Order Payment option, the Invoice field populates the same invoice number from the previous payable.
Invoice Date	Issue date that appears on your vendor invoice. If you are using the Non-Purchase Order Payment option and the Fund Accounting profile Default No PO Payment Info field is selected, then the Invoice Date field system populates the same invoice date from the previous payable.
Due Date	Due date for the invoice. This date is used to determine whether to apply a discount from the vendor record. The system defaults a date determined by the Discount field in the vendor record. If the Discount field is A - Always or N - Never, then the system defaults the current system date. If the Discount field is T - Discount Period, then the system defaults a date by adding the vendor's discount days to the current system date. If you change the default, then you need to enter a date that is earlier than the system-calculated date if you want the vendor discount applied. The due date must be greater than the system date for the system to calculate the discount for vendors with the T - Discount Period setting.
Bank Account	22.4 and later. If Print Checks by Bank Account in the Fund Accounting Profile is selected, the Bank Account field is required. Select the relevant bank account from the list. If the Print Checks by Bank Account option is not selected, the Bank Account field is optional. The Cash Account will be determined based on the configurations present for the selected bank account for transaction processing.
Cash Account	Cash account code for this transaction. You must enter an asset account number. The system defaults the account defined in the Fund Accounting Profile.
Payment Type	Indicates whether the payment is partial or final. P - Partial Payment: Allows you to post partial payments for the PO or encumbrance's line items. You can make additional payments for the encumbrance at a later time. F - Final Payment: Makes the payable record the final one you can create for the encumbrance, whether or not you pay the entire remaining balance. This field only appears when you select Purchase Order Payment.
Single Check	Indicates whether the system should print the check for this invoice independently from any other payments made to this vendor. The Single Check field is available for payables with one of the following EFT settings: No EFT, Prenote-Savings, and Prenote-Checking. To combine several invoices from the same vendor into one check, leave the checkbox blank. Up to 21 payables for the same vendor can appear on a single check stub. If, during a vendor check run, there are more than 21 payables grouped together for the same vendor, then the system lists the first 21 payables on one check stub, and the attached check is marked as void. The next check stub lists the remaining payables. This stub is attached to the valid check. To issue separate checks for each invoice from the same vendor, select this field for all payables pertaining to the vendor. A payable must have a unique invoice number if you want to process it as a single check; the Invoice field must contain an invoice number.
Print Check (EFT payments)	Checkbox determining whether an EFT payment should be processed electronically or as a regular AP check. To process the payable as an EFT transaction, leave the checkbox blank. The system includes the payment in an ACH file when the record is selected during a vendor check run. E-mail notifications are sent if the vendor record is set up properly. To process the payment as a physical AP check, select the checkbox. When the record is included in a check run, it is handled like a non-EFT payment. The Print Check field replaces the Single Check field if the transaction has an EFT - Checking or EFT - Savings indicator, as displayed next to the Invoice Date field.
Fixed Asset	Indicates whether the item meets asset requirements defined in the Fixed Assets Profile. If the field is selected, the system generates an interface record in Fixed Assets when the payment is posted. The system checks this box by default under the following conditions: The distribution account is in the range defined in the Fixed Assets Profile. The amount for the distribution account is in the range defined in the Profile. If these conditions are not met, you can still select the field to generate a Fixed Assets interface record. If you do not use the Fixed Assets System, leave the field blank. This field only appears when you select Non-Purchase Order Payment.
Auto Display	Determines how you enter payment distribution for a PO or encumbrance's line items. If you select this checkbox, then all items display, and the Net Payable amount is distributed proportionately for the existing encumbered accounts. You cannot use Auto Display if the encumbrance has been liquidated, or if there is a change order pending approval. If you leave the checkbox blank, then, in the Payment Distribution section, you must enter the line item number for each line item you want to pay. If you selected the Auto Display field, your entries in the following fields determine the payment amount that is distributed by default when you access line items in the payment distribution section. In addition, changes made to the discount, sales tax, or use tax are reflected in the payment distribution. This field only appears when you select Purchase Order Payment.
Total Entry	Cumulative total of payables having the same control number as the payable record you are currently entering.
Payment Amount	Amount due for the purchase order before discounts and tax rates are assessed. Decimal/12,2 If the Auto Display checkbox is selected, the system defaults the remaining balance for the PO or encumbrance. If the Auto Display checkbox is blank, an amount of 0.00 defaults. The system tracks the amount based on your entries in the payment distribution section. If the Auto Display checkbox is selected, the system distributes this amount when you access the payment distribution section. If the total of your entries in the payment distribution section is different from the payment amount, the system recalculates this value.
Discount	Amount of the discount taken. If the payable is not eligible for a vendor-based discount, the system skips this field. Decimal/12,2 You can use the Discount item to adjust the vendor discount amounts and tax rates.
Sales Tax	Total sales tax for the encumbrance, based on the rate from the Vendor List. Decimal/12,2
Use Tax	Total use tax for the encumbrance, based on the rate from the Vendor List. Decimal/12,2 Use tax is not included in the check amount; it is tracked by the system until you are ready to submit the tax to your taxing agency. It is not disbursed to the vendor.
Net Payable	Net amount for the payable, calculated as follows: Payment Amount - Discounts + (Sales and Use Taxes) = Net Payment

Payment Distribution Section

Following are the definitions for the fields you use to distribute payment amounts for the payable record.

If you are using the Purchase Order Payment option and the Auto Display field is selected, the system displays all of the encumbrance's line items.
If you are using the Purchase Order Payment option and the Auto Display field is not selected, then you need to enter an item number to display the associated line item information.
If you are using the Non-Purchase Order Payment option, then use this section to distribute payment to expenditure budget accounts, and there are no line items to reference.
If the Full Account Window page displays, refer to Payable Entry for the steps to select an Expenditure Ledger account.

Field	Description
Item	Encumbrance line item number. If the Auto Display checkbox is blank, enter a line number to display the associated accounting and cost information. Character/2 If the Auto Display field is selected, this is a display-only field that shows the PO line item for each accounting distribution row. This field only appears when you select Purchase Order Payment.
Ledger Type	22.4 and later. Identifies the ledger type being used for the payable.
Budget Unit	Low organization where the expense for the payable is charged. Character/16 This is a display-only field when using the Purchase Order Payment option. With Non-Purchase Order Payment option, you need to enter the budget unit for the expenditure budget account where you are distributing the expense. The field title is determined in the Fund Accounting Profile. This field is not displayed if the Full Account Format option is enabled in the Fund Accounting profile. The Full Account Format option is available in versions 22.4 and later.
Account	Account number for the budget unit-account where the payment is distributed. Charges can be distributed to multiple accounts as long as you distribute the entire cost, or the entire amount can be charged to a single account. This is a display-only field when using the Purchase Order Payment option. When you use the Non-Purchase Order Payment option, you need to enter the account number. When you save the payable, the system checks each distribution item's expenditure account to see if it falls in any of the ranges from the Account Approval table. An approval record is created for each range that applies. This field is not displayed if the Full Account Format option is enabled in the Fund Accounting profile. The Full Account Format option is available in versions 22.4 and later.
Account Number	22.4 and later. If the Full Account Format option is enabled in the Fund Accounting profile, enter the full account number based on the format defined in the Fund Accounting profile translation page.
(Ledger) Title	22.4 and later. Ledger Title replaces Budget Unit Title and Account Title. It may be comprised of the Budget Unit and Account titles but can be edited by a user.
Paid To Date	Amount paid to date for this purchase order or encumbrance line item. This field only appears when you select Purchase Order Payment.
Amount	Amount of the payment you are applying to the line item. The field works differently depending on the payment type you are using: Non-Purchase Order Payment - Enter the amount for the line item. Purchase Order Payment - The system uses the Auto Display field to determine whether an amount defaults in this field. If the Auto Display field is selected, then the system defaults an amount. If the Auto Display checkbox is blank, you need to enter the amount. Some added considerations for this field are as follows: To adjust the discount and tax rates for a purchase order payment line item amount, use the Discount item. If the system applies a discount to a purchase order payment, you can only update the Amount field by using the Discount item. The system uses the payable's vendor to determine whether a discount applies. To apply discount and/or tax rates for a non-purchase order payment line item amount, click Discount item. If the Payment Type field is F - Final, the amount you enter pays off the line item, whether or not you enter an amount covering the item's balance. If the Pay Prior To Receive field in the Fund Accounting Profile is set to W - Warning or F - Fatal, a message appears if you try to make final payment for an item that is not fully received. If you have the required security resource, you can use the Quantity item to display the Quantities Received page and enter receipt of the PO item. When you save the payable, the system checks each distribution line item's amount to see whether it falls within the amount range for each required approval level from the payable's approval group. Approval records are created accordingly. Decimal/12,2
Project	Code for the project where the payment's expense is distributed, if you use project accounting. Character/8 This field is not displayed if the Full Account Format option is enabled in the Fund Accounting profile.
Account	Account code for the project budget account where the item's expense is distributed, if you use project accounting. This field is display-only if you are using the Purchase Order Payment option. Character/8 This field is not displayed if the Full Account Format option is enabled in the Fund Accounting profile.
Account Number	22.4 and later. If the Full Account Format option is enabled in the Fund Accounting profile, enter the full project account number based on the format defined in the Fund Accounting profile translation page.
1099	Code for the type of 1099 payment associated with this line item. M - 1099-Misc: Rents, royalties, other income, fishing boat proceeds, medical/health care payments, non-employee compensation, substitute payments, crop insurance proceeds, and attorney fees. G - 1099-G: Unemployment compensation, state/local income tax, qualified state tuition earnings, taxable grants, and agriculture payments. I - 1099-Int: Interest income, early withdrawal penalty, interest on US savings bonds and treasury obligations, investment expenses, and foreign tax paid. N - No 1099: Payments are not reported as 1099 income.
Description	Description of the line item payment. Use of this field enables you to easily identify transactions on reports, and the description prints on the remittance voucher. When you use the Purchase Order Payment option, the system defaults the description from the PO or encumbrance line item. Character/25
Balance	Current balance amount for this line item. This field only appears when you select Purchase Order Payment.