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Documentation > MAC-PAC Reference Library > Financials > Accounts Payable > Screens > Manual Payment Entry > AP160S01 - Header

AP160S01 - Header

 

 

WILLIAMS                       ACCOUNTS PAYABLE                        3/05/96

 DSP01                        MANUAL PAYMENT ENTRY                       HEADER

                                                                               

 Vendor    ALVEND            ALLISON'S VENDOR                                  

 Related Customer No  ALLISON     Co  001  Loc BRU                             

 Payment   CK  000000000019  Payment Date      030796          Batch           

                                                                                

 Paying Co/Loc     001  BRU  Payment Amt                100.00                 

 Bank Code         B1        Acct Date         012996                          

 Curr Code         BEF       Exchange Rate        1.00000                      

 Generate Payment  N         A/P Code                                          

                             Book Code         AP                              

                                                                                

 Apply to Specific N     Orig Co/Loc             Document                      

                         Pay Code               Apply Amt                      

                                                Disc Amt                       

                                                                               

 Open Item List            Y             Limit to Orig Co/Loc                  

 Apply to Oldest           N             Limit to Bank Code                     

                                         Limit to Payment Type                 

                                                                               

                                                                               

F2=Command          F3=Exit             F4=Prompt           F8=Apply On-Acc Pmt

F21=Make On-Acc Pmt

 

This conversation allows you to record payments made manually.  You may also request that the system print a payment form (such as a check) rather than having to write one out by hand.  This conversation may also be used to clear debit memos against their associated invoices or credit memos.  Down payments may also be recorded using this conversation, placing the payment on account.  When the open item is received from the vendor, this conversation can be used to apply the down payment to the open item.

VENDOR

Required.  Enter the number of the vendor you wish to pay.  The vendor must exist on the Vendor Master File APMASTP.

RELATED CUSTOMER NUMBER

Display only.  Displayed only if this vendor is also a customer.  The customer number for this entity.  If separate currencies are defined for each company or company/ location, the company/location associated with this customer is displayed in the Customer Company/Location field.  Customer number and customer company/location are defined on the Vendor Master File.

CUSTOMER COMPANY

Display only.  Displayed only if the vendor is also a customer and currencies are defined at the company or company/location level.  The company for which the customer is defined.  Related customer number and company are defined on the Vendor Master File.

CUSTOMER LOCATION

Display only.  The location for which the customer is defined.  Displayed only if the vendor is also a customer and currencies are defined at the company/location level.  Related customer number and company/location are defined on the Vendor Master File.

PAYMENT

Required.  This field consists of two subfields:  Payment Type and Payment Number.

Payment Type:  Enter the code indicating the type of payment you wish to use.  Valid payment types are defined on the Reference File category 240.

Payment Number:  Enter the external payment number (check or other payment form number) if the payment form was hand written.  If the system will generate the payment form, leave this field blank.  You may enter a value only if the Generate Payment field is N.

PAYMENT DATE

Required.  Enter the date printed or written on the check or other payment form.

BATCH

The number assigned to the batch.

DRAFT DUE DATE

Required only if draft processing is used.  Draft due date must be greater than or equal to payment date and accounting date.  For non-draft payment types, this date must be blank.  If due date generation flag is set to 'Y' (yes) on Reference File category 240, then the drafts payable account will be automatically processed on the draft due date, debiting the draft account and crediting the cash account.

PAYING CO/LOC

Required.  Enter the company/location responsible for making this payment to the vendor.  This field defaults to the user's company/location as defined on the Reference File category 119. The company/location must also be defined on Reference File 002.

PAYMENT AMT

Required.  Enter the amount of the payment.  When operating in a multiple currency environment, the payment amount is assumed to be in the payment currency specified in the CURR CODE field.

BANK CODE

Required.  Enter the code for the bank/cash account to be used for this payment.  The bank code must exist on the Bank Account Master File.  The bank code entered here will override any bank code that exists on the open item or items being paid.

ACCT DATE

Required.  Enter a date to indicate the accounting period in which this payment is posted to the general ledger.  This date must fall within the valid range of accounting dates listed in Reference File category 201 for the paying company/location, and if Apply to Specific flag is 'Y', even for the originating company/location.

CURR CODE

Required.  (Multi currency environment only) Enter a currency code to indicate the currency type for the payment.  The currency code must exist on the currency master file (CF240M).

EXCHANGE RATE

Optional.  (Multi currency environment only) Enter the exchange rate to be used for converting the payment amount into the base currency.  If this field is left blank, the exchange rate will default to the exchange rate associated with the currency code on the Currency Master File. If the exchange rate is entered, it is validated to be within the allowable variance percentage as defined on the Reference File category 132.

GENERATE PAYMENT

Optional.  Enter Y if a payment document should be generated as a result of this transaction.  Otherwise, enter N (for example, if you prefer to hand-write a check for this payment).

A/P CODE

Optional.  Enter the Accounts Payable code to indicate the general ledger liability account that the down payment will relieve when making payments on account.  When not making payments on account, the A/P Code field must be left blank. In these cases the A/P Code found on the open item being paid will be used to determine the liability account.   The A/P Code must exist on the Reference File (Category 208).

AUTHORIZATION

Required.  Enter your user authorization code as defined on the Reference File category 244.  This field is displayed only if second-level user authorization is required, as specified on the Reference File category 200.

BOOK CODE

Optional.  Enter the book code for the transaction being processed. This field is defaulted in for the conversation based on category 135. Other valid book codes can be found on category 136. The BOOK CODE field is only displayed when the corresponding flag on category 133 is set to Y.

NEW ACCOUNTING DATE

Required.  This field is required for on-account payment applications.  The date should be equal to or greater than the original accounting date of the payment and must fall within the range of valid accounting dates listed on Reference File category 201.  This field is defaulted to today's date if left blank.

APPLY TO SPECIFIC

Optional.  Enter Y if the payment is to be applied to a single open item.  If you enter Y, you must enter the Co/Loc, Document, Pay Code, and Amount fields to indicate the specific open item you wish to pay, and the amount you wish to apply against it.

ORIG CO/LOC

Required if Y entered in the Apply to Specific field.  Enter the company/location responsible for paying the vendor for this open item.  If this field differs from the paying company/location, the system generates the intercompany accounting transactions.

DOCUMENT

Required if you entered Y in the Apply to Specific field.  Enter the document type code and external document number corresponding to the open item paid.  Valid document types are defined on the Reference File (category 216).

INSTALLMENT NUMBER

Optional.  If your document contains installments, enter the three digit installment number at the end of the document number if you wish to apply to an installment.

PAY CODE

Required if you entered Y in the Apply to Specific field.  Otherwise, leave blank.  Enter the code indicating how payment should be applied to this open item.  Valid values are:

D - Detail.  Allows you to enter the apply amount and discount amount.

G - Gross.  Pay the gross amount of this item.

N - Net.  Pay the net amount of this item.

APPLY AMT

Required if you entered Y in the Apply to Specific field and if the Pay Code chosen is D - Detail.  Otherwise, leave blank.  Enter the amount you wish to apply to the specified open item.

DISC AMT

Optional if you entered a Y in the Apply to Specific field and a D for the Pay Code. Enter the discount amount taken (Gross System) or lost (Net System).

OPEN ITEM LIST

Optional.  Enter a Y in this field to display a list of open items, from which specific items may be selected for recording payment.  If you did not enter the Apply to Specific field, you must enter either this field or the Apply to Oldest field (but not both).  Otherwise, leave this field and the Apply to Oldest field blank or N.

LIMIT TO ORIG CO/LOC

Optional.  Only open items with this originating company/ location are displayed on the list screen or used in apply to oldest processing.

APPLY TO OLDEST

Optional.  Enter a Y in this field to apply payment to the oldest open items for this vendor.  If you did not enter the Apply to Specific field, you must enter this field or the Open Item List field (but not both).  Otherwise, leave this field and the Open Item List field blank or N.

LIMIT TO BANK CODE

Optional.  Only open items corresponding to this bank code are displayed on the list screen or used in apply to oldest processing.

LIMIT TO PAYMENT TYPE

Optional.  Only open items corresponding to this payment type are displayed on the list screen or used in apply to oldest processing.  Valid payment type codes are defined on the Reference File category 240.

COMMAND KEYS

Enter - Display the detail screen.

F2    - Display a window where a fast path option or mnemonic can be entered.  Fast path allows the next menu selection to be made directly from this screen.  When the window is displayed, pressing F3 will remove it.

F3    - Cancel this transaction and display the Accounts Payable Menu.

F4    - Display a list of values for the field where the cursor is positioned.  If you select one of the items from the list, it will be returned to the application screen.

F8    - Display the payment on account list screen for the specified vendor.

F13   - Cancel transaction.

F21   - Post an on-account payment with the payment information displayed on this screen.