Checks and Payments

Approves the selected document and changes its status from Pending Approval to Balanced or Pending Print.

When you click this button or command, the Enter Reason dialog box opens if on the Rule Actions tab of the Approval Maps (EP205015) form for the applicable map, Is Optional or Is Required is selected in the Reason for Approval box. In the dialog box, you can (if Is Optional is selected) or must (if Is Required is selected) enter the reason the document is being approved.

This button and command appear on the form only if the Approval Workflow feature is enabled on the Enable/Disable Features (CS100000) form and approvals have been activated (and an approval map has been specified) for the document type on the Approval tab of the Accounts Payable Preferences (AP101000) form.

Changes the status of the record to On Hold. You click this command when you want to make changes to the record or pause its processing.

This button and command are available if the document has the Balanced status. The status is assigned by default if the Hold Documents on Entry check box on the Accounts Payable Preferences (AP101000) form is cleared.

Opens the Reassign Approval dialog box, in which you can specify a new approver to reassign the selected record to this approver if the reassignment of approvals is allowed in the related rule of the approval map on the Approval Maps (EP205015) form.

This command appears only if the Approval Workflow feature is enabled on the Enable/Disable Features form and approvals have been activated (and an approval map has been specified) for the document type on the Approval tab of the Accounts Payable Preferences (AP101000) form.

Rejects the selected document. When you click this button, the status of the document changes from Pending Approval to Rejected.

When you click this button or command, the Enter Reason dialog box opens if on the Rule Actions tab of the Approval Maps (EP205015) form for the applicable map, Is Optional or Is Required is selected in the Reason for Rejection box. In the dialog box, you can (if Is Optional is selected) or must (if Is Required is selected) enter the reason the document is being rejected.

After rejecting the document, you can click Hold to assign the On Hold status to the document; then you can modify it and resubmit it for approval.

This button and command appear on the menu only if the Approval Workflow feature is enabled on the Enable/Disable Features form and approvals have been activated (and an approval map has been specified) for the document type on the Approval tab of the Accounts Payable Preferences form.

Changes the status of the document from On Hold to Balanced, making it possible to release the document.

This button and command are available if the document has the On Hold status. For a new document, they appear by default if the Hold Documents on Entry check box on the Accounts Payable Preferences (AP101000) form is selected.

Validates the vendor address by using integration with a specialized third-party software or service.

This action is available if the Address Validation Integration feature is enabled on the Enable/Disable Features (CS100000) form.

Voids or cancels the payment.

If you click this button for a deposited payment that has the Batch Deposit Nbr. box filled in on the Financial tab of the current form, the system displays a confirmation dialog box.

A box for searching for the company's address.

You can do the following by using this box:

• Find a company address by a postal code if no other address details are available: If you enter the postal code into this box, the system displays the address options with the cities and country (and the state, if the country has states) that are valid for the postal code.
• Find a full address by a street address: If you enter the street address into this box and select the address, the system will fill in the country (and the state, if applicable), city, and postal code on the form.

The web service selected as an address provider on the Site Preferences (SM200505) form searches for the information that matches your search criteria and lists all the search results below this box. You can click the needed value in the list, and the web service populates the box with this value and displays the address in the map area.

The area that displays the map, which takes most of the space of the dialog box. Depending on the address provider, Google Maps or Bing Maps can be used.

In this area, you can view the existing company location. If you click the Address Lookup button, the company address is shown in the dialog box as a location on the map.

A check box that indicates (if selected) that the system will assign the selected records to the specified new approver but not to their delegate, even if the new approver is unavailable and has a delegation set up for the current business date.

If the check box is cleared and if the new approver is not available and has a delegation set up for the current date, the system will reassign the selected records to the delegate if the delegate is available. If the delegate is unavailable, the system will reassign the requests to the delegate of the delegate. The system will continue the search in this way until it assigns an approver that has no active delegations set up for the current date or it detects a loop in the chain of delegations (in which case you will have to specify a different approver).

The type of the AP payment document.

The following types are available:

• Payment: This type designates payments for AP bills with the Open status. One payment may be applied to one bill or multiple bills. For details, see Paying AP Bills.
• Debit Adj.: A document of this type may be applied as a payment for AP bills and credit adjustments. For details, see Processing Debit and Credit Adjustments.
  Note: If you select Debit Adj. in this box and a reference number of a debit adjustment with the Pay by Line check box selected, the system shows a warning message that such a document is paid by line and can be applied by creating a check and applying a bill and the debit adjustment lines to it.
• Prepayment: A document of this type represents amounts paid in advance for future purchases or services. For details, see Processing Prepayments for a Bill
• Refund: A payment of this type can directly adjust the cash account, and may be applied to debit adjustments.
• Voided Refund: A document of this type represents a canceled refund.
• Voided Payment: This type represents a canceled payment. The reference number of the payment or prepayment that was voided is displayed in the Original Document box on the Financial tab of the current form. For more information, see Voiding Payments: Process Activity.

The status of the AP document, which was assigned by the system.

The status can be one of the following:

• On Hold: The document is a draft. This is the default status for new documents if at least one of the following conditions is met:
  • The Hold Documents on Entry check box is selected on the Accounts Payable Preferences (AP101000) form.
  • Approvals have been activated (and an approval map has been specified) for the selected document type on the Approval tab of the Accounts Payable Preferences (AP101000) form.

  If you click the Remove Hold button or action when you finish editing the document, the document's status changes to Balanced.

• Pending Approval: The document needs to be approved by responsible approvers, who are assigned according to the approval map specified on the Approval tab of the Accounts Payable Preferences (AP101000) form.

  This status is available only if the Approval Workflow feature is enabled on the Enable/Disable Features (CS100000) form and approvals have been activated (and an approval map has been specified) for the document type on the Approval tab of the Accounts Payable Preferences (AP101000) form.

• Rejected: The document has been rejected by at least one assigned approver; a document can also be rejected because no approver has been found for the document. You can delete a document with this status or click Hold on the form toolbar, edit the document, and resubmit it for approval.

  This status is available only if the Approval Workflow feature is enabled on the Enable/Disable Features (CS100000) form and approvals have been activated (and an approval map has been specified) for the document type on the Approval tab of the Accounts Payable Preferences (AP101000) form.

• Pending Print: The document must be printed before release.
• Printed: The document has been printed and can be released.
• Balanced: The credit and debit totals are equal for the newly created AP document. The document is assigned this status when it is taken off hold if no additional processing is required (approval or printing).

  This status is assigned automatically to new documents if on the Accounts Payable Preferences (AP101000) form the Hold Documents on Entry check box is cleared.

• Open: The document has been released, but the application amount is less than the payment amount.
• Reserved: The document has been released and then put on hold. That is, a user clicked the Hold button on the form toolbar (or the equivalent action) for the document with the Open status and the system changed the document status from Open to Reserved. Reserved documents cannot be applied to outstanding documents. Click Remove Hold on the form toolbar to release the document from hold.
• Closed: The document has been released and closed (and the application amount is equal to the payment amount).
• Voided: The document has been voided.

The date when the payment is applied. The default value is the current business date, but you can change the date. This box is unavailable for debit adjustments.

You can enter only a date that corresponds to a financial period that has been generated on the Master Financial Calendar (GL201000) form. If the date that you enter belongs to a financial period that has not yet been generated in the system—for example, for a date in the distant future or past—the system will display an error message, and you will not be able to save the document.

If the selected vendor is a 1099 vendor—that is, it has the 1099 Vendor check box selected on the General tab of the Vendors (AP303000) form—the date that you enter in this box must fall within an open 1099 year. Otherwise, the system will display an error message, and you will not be able to save the document or to change the originating branch of the document. For details, see End-of-Year Actions.

A payment reference number, which can be a system-generated number or an external reference number (such as a wire transfer number or a bank check number) entered manually.

The system requires and validates the uniqueness of the entered payment reference number if all the following conditions are met:

• The document has the Balanced status. Otherwise, entering a payment reference number is not required.
• The Require Unique Payment Ref. check box is selected for the vendor's payment method on the Payment Methods (CA204000) form. Otherwise, the system does not validate uniqueness of the entered payment reference number.

This box is not available for debit adjustments.

The vendor to receive the payment.

The list of vendors may be restricted based on the branch specified for the document. You can select a vendor whose settings permit the use of the branch selected in this document—that is, a vendor for which the Restrict Visibility To box on the Financial tab of the Vendors (AP303000) form is empty or contains the branch specified in this document (or the company or company group that contains the branch specified in this document).

The vendor's location.

When a vendor is selected, the vendor's main location is inserted here by default.

The name of a joint payee vendor if the payment was prepared for the joint payee of a bill for which the Joint Payees check box is selected on the Bills and Adjustments (AP301000) form. If the payment is for a main vendor or for a bill with no joint payees, this box is empty.

This box appears on the form only if the Construction feature is enabled on the Enable/Disable Features (CS100000) form.

The payment method associated with the vendor.

This box is not available for debit adjustments.

The cash account associated with the payment method. The value may be changed, but the currency of the cash account should be the same as the one specified in the Currency box.

This box is not available for debit adjustments.

The total payment amount that should be applied to the documents.

Loads the appropriate bills and adjustments of the vendor. Any open debit adjustments will also be loaded and will appear at the top of the list.

This button does not load documents with unreleased payment applications.

This button appears on the form only if the Construction feature is enabled on the Enable/Disable Features form.

The dialog box contains a table with the joint payee lines of bills that are available for payment. The table contains the following columns.

The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.

The number of the document line to which the payment can be applied. If the line represents the entire document, 0 is specified.

You can add to this table lines from different bills and debit adjustments that are associated with the vendor selected in the Summary area of this form. A document line can be included in a payment only once. If a document line has been included in a payment that has not been released yet, that line cannot be included in a different payment. If a document with a payment applied to a document line has been released but the document line has not been fully paid, you can open another payment document and select the document line to pay the remaining balance.

This column appears on the tab only if the Payment Application by Line feature is enabled on the Enable/Disable Features (CS100000) form.

The inventory ID of the item associated with the document line.

This column appears on the tab only if the Payment Application by Line feature is enabled on the Enable/Disable Features (CS100000) form.

The project ID associated with the document line, or the non-project code if the document is not related to any project.

This column appears on the tab only if the Payment Application by Line feature is enabled on the Enable/Disable Features (CS100000) form, or if the Require Single Project per Document check box is selected on the Accounts Payable Preferences (AP101000) form.

The project task associated with the document line.

This column appears on the tab only if the Payment Application by Line feature is enabled on the Enable/Disable Features (CS100000) form.

The cost code associated with the document line.

This column appears on the tab only if the Payment Application by Line and Cost Codes features are enabled on the Enable/Disable Features (CS100000) form.

The account associated with the document line.

This column appears on the tab only if the Payment Application by Line feature is enabled on the Enable/Disable Features (CS100000) form.

The amount to be paid, which is displayed in the currency of the document that is selected in the Summary area of the form.

For debit adjustments, this amount is displayed as a positive value, although the value in the Amount Paid box is subtracted from the value of the Application Amount box.

The actual amount of cash discount taken.

For a line with a negative amount, the amount in this column can be less than or equal to 0.00.

The check number for the printed payment. If a check with multiple stubs has been printed, all check numbers used by the system are showed in this column. The column is filled in for payments with payment methods for which the Print Checks option button is selected on the Settings for Use in AP tab of the Payment Methods (CA204000) form.

This column appears in the table if the payment has the Printed status.

A check box that indicates (if selected) that at least one expired compliance document is related to this document line. If the check box is cleared, there are no expired compliance documents related to the line.

This column is available only if the Construction feature is enabled on the Enable/Disable Features (CS100000) form.

The check number for the printed payment. The column is filled in for payments with payment methods for which the Print Checks option button is selected on the Settings for Use in AP tab of the Payment Methods (CA204000) form.

This column appears in the table if the payment has the Open, Closed, Voided, or Reserved status.

The number used in tax reports for the VAT recognition entry corresponding to this document or application.

Depending on the Input Tax Entry Ref. Nbr setting specified for the selected tax agency on the Tax Agency Settings tab of the Vendors (AP303000) form, the tax document number can be assigned in one of the following ways:

• The reference number of the original document is used.
• The reference number of the payment is used.
• A user enters the number manually when running the Recognize Input VAT (TX503500) process.

After a user has completed the Recognize Input VAT (TX503500) process, the column is assigned its value as described above. For details, see Applying a Pending VAT: To Apply a Pending VAT to an AP Bill with Multiple Installment Credit Terms.

A check box that is automatically selected by the system if the AP document specified in this row is subject to VAT adjustment.

For details, see VAT for Early Payments: General Information.

A check box that indicates (if selected) that at least one expired compliance document is related to this document line. If the check box is cleared, there are no expired compliance documents related to the line.

This column is available only if the Construction feature is enabled on the Enable/Disable Features (CS100000) form.

The ID of the batch that updates the appropriate account balances with the amounts of the document transactions when the batch is posted.

The branch of origin for this payment. You can override this value.

If the selected vendor is a 1099 vendor—that is, it has the 1099 Vendor check box selected on the General tab of the Vendors (AP303000) form—the branch that you select here must belong to a company for which the 1099 year is opened. If the date specified in the Application Date box corresponds to a 1099 year closed in the company of the selected branch, the system will display an error message, and you will not be able to save the document. For details, see End-of-Year Actions.

The liability account specified as the default account for the vendor.

The account selected in this box should be configured as a control account for the accounts payable subledger. That is, for this account, AP should be selected in the Control Account Module column on the Chart of Accounts (GL202500) form. For more information on control accounts, see Control Accounts: General Information.

The date of the AP payment.

This box is read-only and contains the date specified in the Application Date box in the Summary area of the current form.

The financial period corresponding to the payment date.

This box is read-only and contains the financial period specified in the Application Period box in the Summary area of the current form.

A check box that indicates (if selected) that the check was cleared in the process of reconciliation.

The number of deposited batch.

If you click this link, the system opens the Bank Deposits (CA305000) form, where you can review the deposit that includes the selected payment.

The reference number of the original document (payment or prepayment), which was voided by the current document.

This box is filled in if the selected document has the Voided Payment type.

The way the purchase orders should be ordered (that is, arranged or sequenced) when they are loaded to the Orders tab.

You can select one of the following:

• Order Date, Order Nbr. (default): The system loads the list of purchase orders sorted in ascending order first by order date and then by order reference number.
• Order Nbr.: The system loads the list of the purchase orders sorted in ascending order by order reference number.

A button you click to open the Address Lookup dialog box.

For the description of the dialog box, see Address Lookup Dialog Box.

This button is displayed on the form if the Address Lookup Integration feature is enabled on the Enable/Disable Features (CS100000) form and if the integration with web map services has been set up, as described in Integrating MYOB Acumatica with Web Map Services.

A check box that indicates (if selected) that the vendor address has been validated through integration with a specialized third-party software or service.

This check box is available if the Address Validation feature is enabled on the Enable/Disable Features (CS100000) form.

The type of the compliance document. The following document types are available:

• Certificate
• Insurance
• Lien Waiver
• Notice
• Other

If a project is specified, this compliance document is displayed on the Compliance tab of the Projects form for the selected project.

If a task is specified, this compliance document will be displayed on the Compliance tab of the Project Tasks form for the selected task of the Cost Task type.

The identifier of the vendor associated with the compliance document. If a vendor is specified, the current document will be displayed on the Compliance tab for the selected vendor.

The reference number of the payment that is associated with the compliance document.

The payment method associated with the vendor.

The reference number of the invoice associated with the compliance document. If an invoice number is specified, the current compliance document will be displayed on the Compliance tab of the Invoices and Memos form for the selected invoice.

The amount of the invoice.

The reference number of the payment associated with the compliance document.

The customer’s default payment method.

The account associated with the vendor (Expense account) or customer (Sales account).

The reference number of the bill associated with the compliance document. If a bill number is specified, the current compliance document will be displayed on the Compliance tab of the Bills and Adjustments form of the selected bill.

The bill amount to be paid for the document.

The number of the certificate.

The identifier of the customer associated with the compliance document. If a customer is specified, the current document will be displayed on the Compliance tab of the Customers form of the selected customer.

The name of the customer associated with the compliance document.

The date when the document is issued.

The date when the compliance document takes effect. You should specify the date manually while adding the document.

The name of the insurance company.

The identifier of the joint vendor associated with the compliance document. If a joint vendor is specified, the current document will be displayed on the Compliance tab for the selected vendor.

A check box that indicates (if selected) that the joint release has been received.

The amount covered by the lien waiver.

The amount of insurance liability specified for the compliance document. You should enter the amount manually while adding the document.

The method used to send the document.

The date when the payment is created.

The reference number of the payment.

The reference number of the project transaction associated with the compliance document.

The reference number of the purchase order associated with the compliance document. If a purchase order is specified, this compliance document will be displayed on the Compliance tab of the Purchase Orders form for the selected purchase order.

The inventory ID of the item in the purchase order line, which can be specified only if a purchase order has been selected.

The insurance policy number.

The date of the inventory receipt.

The date when the goods are received.

The person responsible for receiving goods.

A check box that indicates (if selected) that a joint payment is required.

The identifier of the revenue task within the project to which the compliance document relates. If a revenue task is specified, the current compliance document will be displayed on the Compliance tab of the Project Tasks form for the selected task of the Revenue Task type.

The identifier of the secondary vendor associated with the compliance document. If a vendor is specified, the current document will be displayed on the Compliance tab for the selected vendor.

The name of the secondary vendor associated with the compliance document.

The source of the payment, which is one of the following options:

• AP Bill
• PO/Sub
• Customer
• Project

The name of the sponsor organization.

The identifier of the subcontract associated with the compliance document. If a subcontract is specified, the current document will be displayed on the Compliance tab of the Subcontracts form for the selected subcontract.

The identifier of the item in the subcontract line, which can be specified only if a subcontract has been selected.

The date when the goods are shipped.