Vendor Payments

Navigation: From the Main Menu select the Vendor Entry button and press the Payments button.

*Note: The Vendor Payments window is NOT available if you have the QuickBooks integration, and you have chosen to pay your bills in QuickBooks.

In this window, you apply payments to Vendor Bills. You can:

• Mark all bills due by a certain date to be paid for a selected Vendor.
• Mark all bills due by a certain date to be paid for all Vendors at once.
• Pay the selected bills for a given Vendor using a manual check.
• Pay all the selected bills for all Vendors, and print the checks on pre-printed forms.
  

Automatically Marking bills for the Selected Vendor

• Select the vendor from the list.
• The open bills for the selected vendor will appear in the bottom half of the window. The To Pay and Discounts columns show what amounts had previously been selected to pay.
• If you select a date, only the bills due on or before this date will automatically be selected.
• Press the Auto Select button.
• The bills due on or before the selected date will now have amounts in the To Pay column.
• If the terms in those bills also denote a discount for early payment, the applicable discount will appear in the discount column.
• If no bills were selected, try a date further in the future and press the Auto Select button again.

Manually Marking bills for a Selected Vendor

• First select the vendor by entering the first part of the company name in the yellow search boxes.
• The Open bills for the selected vendor will appear in the bottom half of the window.
• Select or deselect the bills to be paid:
  • Click in the To Pay column on the line of the desired Bill. A button with a triangle will appear where you clicked.
  • Click the button to mark the bill to be paid.
  • Click the button again to unmark it.
  • If there was a discount computed, clicking the To Pay column will also turn On or Off that discount.
  • You can also enter a specific amount to pay in the To Pay column, and a specific discount in the Discount column.

Paying Bills for a Selected Vendor

After a Vendor has been selected, and bills have been selected to pay for that Vendor, you can write a Manual Check to the vendor by following these steps:

• Verify that the check amount is the Total to Pay amount in the center of the window. If it is not, use the methods above to change the amounts in the To Pay column.
• Enter the Manual Check # and the Manual Check Date.
• Press the Process Manual Check button. You will be warned if the check number has already been used.
• The check will appear in the check register, and will be posted to the vendor and the General Ledger (if applicable).
  

Making All Bills Due to All Vendors at Once

To mark all bills to be paid that are due by a certain date, simply enter the date in the top left corner of the window, and press the button called Auto Select All Vendors. You will be told what the total amount of the check run will be. To see the list of bills and payments, you can run the Vendor Check Preparation report. When you do, check the box labeled Include Only Those Marked to Pay.

Printing Checks for All Vendors

After marking the bills for all the vendors, making any needed changes using the methods above, and printing the Vendor Check Preparation report to verify the totals, you are ready to press the button labeled Print Vendor Checks.

*You can order checks from our partner ComputerForms.biz here. If you order them elsewhere, ask for Quickbooks Voucher Checks.

After you close the report window, you will be asked if they printed correctly on the printer. If you answer yes, the checks will be posted to the vendors, the checkbook and the General Ledger.