Enter Transaction

Use Enter Transaction to record Accounts Payable transactions, including invoices, quick checks, manual checks, adjustments, and electronic funds transfers. This article walks through selecting a vendor, choosing a transaction type, and completing the transaction details across the Details, ACH, Attachments, and Note tabs.

Vendor Search

  1. Choose the Application from the drop-down list.
    • All Applications
    • Accounts Payable
    • Accounts Receivable
    • Donors And Gifts
    • Remittance
  2. Check or uncheck the Only Active? box as needed.
  3. (Required) Enter the Name to search. By default, the Name field searches last names and organizations. To search for a first and last name, enter your search in the "lastname, firstname" format. Enter an asterisk to search all records.

Note: Search for just a first name by starting your search with a comma (e.g., ", James"). Display a complete list of names by searching for a comma alone. You can also search by City and State.

  1. Click Search.
  2. Select the name for which you are creating the transaction and click Select. To return to the previous page without selecting a name, click the Close link.

Note: To select multiple vendors at once, see Modify > Vendor Information > Multiple Selection.

Transaction Update

The currently selected bank account is displayed above the vendor name. Existing Terms are displayed below the selected vendor name. To change the bank account, see Current Financial Settings.

  1. Choose the appropriate Apply to credit card option from the drop-down. The default is "does not apply."

Note: The Apply to credit card option becomes active when a credit card vendor is selected. Select the credit card for which you are creating the transaction from the drop-down list. Create an invoice with a credit card selected, then pay it to have the payment appear in Credit Card Statement Reconciliation.

  1. Select the Transaction Type:
    • Invoice: entered into Accounts Payable to be selected and paid later. Use this method if you plan to process computer-generated checks. After invoices are entered, edited, and finalized, they are moved to Payment Processing as unpaid invoices and remain there until payment is made.
    • Quick Check: prints checks without going through Payment Processing. Transactions entered as quick checks can be printed directly from the Unposted Transactions page.
    • Manual Check: records handwritten checks rather than computer-generated ones. This method posts all the necessary information to the General Ledger, Bank Account Management, and the vendor records without printing checks. When you save and finalize manual checks, they do not go to Payment Processing.
    • Adjustment: used when an invoice has been finalized but not paid and needs to be adjusted due to an error or a credit issued. You can make multiple adjustments to an existing invoice. This procedure does not change the original invoice but adjusts the amount payable to the vendor.
    • Electronic Funds Transfer: records e-Payments, e-Checks, PayPal payments, or other online bill payments. When this option is selected, the Check Date field changes to Payment Date, and the Confirmation # field becomes available.
    • Send EFT to Manage Payments: used for the same types of transactions as Electronic Funds Transfers, but allows you to process the transaction on an accrual basis (i.e., post Expense to one Period, but post Bank/Asset to a different Period). Like Invoices, these transfers post from Unposted Transactions to Payment Processing. However, when you choose Process Payments, you do not get a check or voucher.
  2. Check any additional options that apply:
    • Print on Separate Check: prints a separate check for this invoice rather than combining it with multiple invoices to the same vendor.
    • Use ACH: displays a new ACH tab below. Available only for Invoices and Adjustments.
    • Avid Pay?: integrates the invoice or adjustment with Avid Pay.
    • Keep General Ledger Distribution for next vendor: retains the GL distribution for the next vendor entered.
  3. Complete the transaction fields. Available fields depend on the transaction type:
    • Invoice #: Use a different invoice number for each invoice. Accounts Payable increments the next available Invoice # on a per-vendor basis, and assigns the next available number if the field is left blank. You can assign a unique number for future tracking. If you enter an invoice number that has already been used for the same vendor, you are warned and asked to enter a different number or vendor. 
    • Invoice Date: the date the invoice was issued.
    • Due Date: when the invoice payment is due. This date is used to select invoices for payment.
    • Invoice Total: the total amount of the invoice. The invoice can be distributed between multiple General Ledger accounts later in the process. You may enter a zero amount for a manual check if desired.
    • Discount Type: If this transaction has a discount, select Dollar or Percent from the drop-down list.
    • Discount: enter the discount as a dollar amount or a percentage, depending on the selected Discount Type. See Discount Behavior below for details.

    • Check #: Enter the pre-written check number. Active only when entering a manual check.

      Note: If you enter a duplicate check number, Accounts Payable prompts you that the check number is already associated with the bank account in the history.

    • Check Date: Enter the check date of the pre-written check. Active only when entering a manual check.
    • Confirmation #: Enter the confirmation number of the electronic funds transfer. Active only when entering an electronic funds transfer.
    • Customer Account #: an optional field that can be populated via Modify Vendor Information.
    • Tax: enter the tax amount if it applies. The tax amount is distributed across each line on the invoice based on a calculated percentage. Active only when you choose to record tax, freight, and other charges in Company Information.
    • Freight: Enter the freight amount if it applies. The freight amount is distributed across the lines on the invoice based on calculated percentages. Active only when you choose to record tax, freight, and other charges in Company Information.
    • Other: enter any other amount to be charged (e.g., handling fees). The amount is distributed across each line on the invoice based on a calculated percentage. Active only when you choose to record tax, freight, and other charges in Company Information.

Discount Behavior

You may choose to reduce the line amount by the discount amount instead of entering a value in the Discount field. If you do use the Discount field, the following rules apply.

  1. If you enter an amount in the Discount field and you are not treating discounts as income, the discount amount is distributed across each line amount on the invoice based on a calculated percentage.
  2. If you treat discounts as income and enter a discount amount, the system makes the necessary entries in the General Ledger when the checks are written. The expense is debited in full, and the discount income account specified in Company Information is credited.
  3. If you entered terms on the vendor's record in %/days/net format (as described in How to Set Up Vendor Information), the percentage automatically displays in the Discount field. To accept the discount when paying within the discount period, skip the Discount field. Otherwise, you may remove or change the discount amount as needed. The Due Date is filled in based on the %/days/net specified.

Note: If you have Use ACH selected, the Update page displays four tabs: Details, ACH, Attachments, and Note.

Details Tab

Use the Details tab to enter transaction line items.

Note: Click the Search icon (or press "s" in any field with the Search icon) to display a Search window. Use the filter at the top to narrow your selection. On the Account Search window, you can also specify the Account Type from a drop-down list. Double-click the item you want to select, or click the item and click Select. Click Cancel to return to the Update page without making a selection.

Note: When Display Remaining Budget Amounts on Entry is selected in Company Information, the Remaining Budget displays below the Account name. YTD is calculated by subtracting Actual YTD from Budget YTD, and Annual is calculated by subtracting Actual Annual from Budget Annual.

  1. Enter the following for each detail line:
    • Account #
    • Description
    • Project
    • Campaign
    • 1099 status (see 1099 Status Codes Reference below)
    • Amount
  2. Click the Add New icon to add another detail line. Add as many detail lines as needed. To add multiple lines at once, enter a number between 1 and 99 to the right of the icon and click Add New (e.g., Add 10 New Lines).
  3. If you are using a Distribution for this invoice, select it below the grid from the drop-down list and click the Apply Distribution button. Otherwise, enter your level information according to your account structure.

Link to Purchasing Management

The Link to Purchasing Management button is active when there are open Purchase Orders for the selected vendor. Hover over the Information icon to see any pending requisitions for that vendor. Click any Requisition link to open that Requisition in a new browser tab.

  1. Click the link to Purchasing Management to open a page displaying a summary of all open Purchase Orders for the past three years.
  2. For any Purchase Order, click the Expand icon to view all detail lines.
  3. In the Apply column, choose:
    • Apply and close order: applies and closes the entire Purchase Order to the invoice.
    • Apply to order: applies only part of the Purchase Order to the invoice. You can edit the Quantity and Amount fields and choose to close one or more detail lines.
  4. (Optional) Click the Print icon to print a copy of the Purchase Order, or click the user link in the Email Originator column to open an email to the originating user in your default mail client.
  5. Click Update to apply the Purchase Order to the transaction, or click the Close link to return to the Update page without linking the Purchase Order.

Once the Purchase Order is applied to the transaction, an Order # column is available. Click any link in this column to preview a copy of the linked Purchase Order. Any projects attached to the Purchase Order are automatically assigned to the transaction detail.

ACH Tab

The default ACH information from the vendor record is selected in the Account(s) assigned drop-down list.

  1. To use a different account, select it from the drop-down list. Informational fields for Account Type, Bank Routing #, and Bank Account # display the settings for the selected account.
  2. To add a new account, select " Add New Account " from the Account(s) assigned drop-down list and enter the appropriate information in the fields provided. This information is saved to the vendor record when you save the invoice.

Attachments Tab

Use the Attachments tab to attach files from your device or to scan image files using the Scanner.Client.exe program. For details, see Attachments.

Note: Any attachments to a Purchase Order are automatically added to a transaction when the Purchase Order is linked to Purchasing Management.

Note Tab

Enter a note in the field provided if you wish.

1099 Status Codes Reference

The following codes are available in the 1099 field on each detail line.

  1. None
  2. Interest
  3. Misc. Box 1: Rents
  4. Misc. Box 2: Royalties
  5. Misc. Box 3: Other Income
  6. Misc. Box 4: Federal Income Tax withheld
  7. Misc. Box 5: Fishing boat proceeds
  8. Misc. Box 6: Medical and health care payments
  9. Misc. Box 8: Substitute payments in lieu of dividends or interest
  10. Misc. Box 13: Excess golden parachute payments
  11. Misc. Box 14: Nonqualified deferred compensation
  12. Misc. Box 15: State Tax withheld
  13. NEC Box 1: Nonemployee compensation
  14. NEC Box 4: Federal Income Tax withheld
  15. NEC Box 5: State Tax withheld
  16. Retirement - R: non-taxable retirement
  17. Retirement - R2: taxable retirement
  18. Retirement - R3: capital gains
  19. Retirement - R4: Federal tax withheld from retirement
  20. Retirement - R5
  21. Retirement - R9

Save or Cancel the Transaction

When you have finished entering the transaction, choose one of the following:

  1. Click Apply to save the transaction and start a new one.
  2. Click Update to save changes and return to the Unposted Transactions page.
  3. Click the Reset link to undo all changes since the last update.
  4. Click the Cancel link to return to the Unposted Transactions page without saving.

Updated

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