Cash Payments

Purpose

This form is used to enter payments to individual vendors. You can choose exactly how much to pay the vendor, and how you want to distribute payments across different invoices.

 

Usage

1. Select a vendor

In the Vendor ID field on the check either type a vendor ID or use the lookup to find the vendor. Once you select the vendor, the Invoice Summary grid will be filled in with information regarding the amounts you owe to him or her.

2. Select type of check

There are two types of documents Integral Accounting will handle:

Computer Generated - Integral Accounting will allow you to put a preprinted check into your laser printer and then print payment and remittance information on it.

Manual Check - A manual check is not printed by Integral Accounting. Instead, it is assumed that you will handwrite a check and fill in the amounts by yourself.

For Manual Checks, you are simply using Integral Accounting to actually record the entry. Integral Accounting will not print the check unless the Computer Generated option is selected.

3. Select checkbook

In the field labeled Checkbook you should choose the account from which payment will be taken. Either type in the account number or select one using the lookup screen. You can only choose from Cash accounts.

4. Enter check information

On the right side of the form there is a set of information that uniquely identifies the check.

Doc Number - This is the number of the next check you will use. The next available check number for this account is displayed for your reference. To find a previously posted check, use the lookup. You can void checks that you don't want to be cashed by calling up that check and clicking the Void button.

Date - This will be defaulted to the system date. Change it to be the date you want to appear on the check.

Amount - When you select a vendor, the check amount will be defaulted to reflect the amount you owe that vendor. You can then change it to reflect a different payment amount.

5. Review Invoice Summary

The Invoice Summary grid contains information about various amounts owed to the selected vendor. Using the grid you can select exactly which bills and invoices you wish to pay and how much you wish to pay on them.

Reference - the invoice number of whatever transaction is indicated in the grid.

Date - the date on which the transaction was posted.

Original Amount - the amount owed to the vendor by you, as indicated on the original invoice.

Amount Due - the amount that is due to the vendor as indicated on the receiving, bill, etc.

Discount Date - the date after which early payment discounts no longer apply.

Discount Amount - If the vendor has given you payment terms that offer a discount for early payment, Integral Accounting will fill in the discount amount here. Integral Accounting will first verify that the payment date is on or before the Discount Date.

Applied Amount - the portion of the check you wish to apply to this invoice.

Balance - the amount still due on the transaction after applying all discounts and payments. This number can never be negative.

Unapplied Amount - the amount left out from the check after applying all payments. In most cases you should try to make this zero, either by distributing all payments or by changing the check amount. If you do not make it zero, you will have to apply the payments at a later time, as described in Purchases -- AP Apply Documents.

6. Report

If you want a record of printing the check, you can print a report. To do so, click the report button. The report will be sent to your printer, to be printed on plain paper.

7. Post

When you Post the check, Integral Accounting updates all balances between you and your vendors to reflect the new payments. Integral Accounting also prints a check. Make sure to put a preprinted check into your laser printer before posting the check. After the check prints, Integral Accounting will ask you for verification that everything proceeded smoothly. If the check did not print properly, then you will have to try posting it again. Fix the problem, add new check paper, and click the Post button again. (Integral Accounting will assume that the check you put in was "burned" and its number will be discarded).