Paid invoice entry caters for manually paid invoices such as expenses paid out of petty cash, or advances. In such cases, invoice and payment details may be entered into the system at the same time thus reducing the entry time.
- In the menu, expand Base Modules > Accounts Payable > Entry and double-click AP Paid Invoice Entry. APE020 Paid Invoice Entry selection panel appears.
- Enter the Company, Period and Creditor for whom payment is being recorded and the following additional information.
| Field | Description |
| Payment method |
This is the method in which payment is made to the bank. The Payment method selected determines whether or not auto banking is required for this run which entails the system automatically nominating the cheque number and/or cheque and payment number. If auto banking is being selected then only creditors with valid bank accounts are selected.This caters for processing EFT payments. This also uses TMSAP/BNK-PPRG. |
| AP ctrl GL account | The Creditors control account, as setup on the Creditor type code displays on the Already Paid Invoice header panel. The Creditor type is allocated to a Creditor in the Creditor masterfile. This control account is used to create a balancing entry. When cancelling a payment this GL control account defaults. The account is credited for invoices and debited for payments. |
| Bank GL account | The default General Ledger bank account, as setup on the Creditor type file displays. This can be overridden by typing in the preferred account. Bank Accounts are established on TMSAP/BNKA and the default is setup in TMSAP/BNKA-DFT. The default can be overridden with any valid Bank account if TMSAP/LA-ACCT has been flagged accordingly. If the Bank account entered is not valid the system will display the following message: Bank account not found on control ID ‘TMSAP/BNKA’. |
- Click OK and enter the remaining invoice entry fields.
- Click OK. APE020 Paid Invoice Entry – Cheque panel to allow expenses to be allocated directly to GL account appears.
- Enter the GL account details and click OK.
The document/invoice number and cheque number are generated and displayed. Posting to the Creditor balances occurs after all entries are validated, and the General Ledger update takes place during the end of the day processing.
| Note |
Already Paid Invoices cannot be entered as ‘unauthorised’. It is important to have all the necessary details available prior to the entry of these invoices so they can be authorised. |
The results of processing an Already Paid Invoice can be viewed in the Trans by Creditor/Date Inquiry with the following selection criteria.
- Valid creditor
- Start date from which to display transactions
