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Checks and Payments

Form ID: (AP302000)

On this form, you can create accounts payable payment documents—payments, debit adjustments, prepayments, refunds, and voided payments—and view and edit the details of existing payment documents. Also, you can add to payments the finance charges applied by the bank for payment processing. You can apply a payment document to AP bills and adjustments and release this payment document. For more information, see Paying AP Bills and Processing Prepayments for a Bill.

In This Topic [Hide/Show]

Back to TopForm Toolbar

The form toolbar includes standard buttons and form-specific buttons and commands. For the list of standard buttons, see Form Toolbar and More Menu. The form-specific commands can be shown as buttons on the form toolbar, as commands on the More menu, or in both places. These commands are listed in the following table in alphabetical order.

Command Description
AP Edit Detailed Navigates to the AP Edit Detailed (AP610500) report.
AP Payment Register Navigates to the AP Payment Register (AP622500) report.
Approve Approves the selected document and changes its status from Pending Approval to Balanced or Pending Print.
When you click this command, the Enter Reason dialog box opens if Is Optional or Is Required is selected in the Reason for Approval box on the Rule Actions tab of the Approval Maps (EP205015) form for the map. 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.
AP Register Detailed Navigates to the AP Register Detailed (AP622000) report.
Hold 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.
Print/Process Navigates to the Process Payments / Print Checks (AP505000) form where you can print the check or process the payment.
Reassign 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.
Reject Rejects the selected document. When you click this button, the status of the document changes from Pending Approval to Rejected.
When you click this 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 as the reason for rejection. 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.
Release Releases the payment.
Remove Hold 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.
Validate Address 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.
Vendor Details Navigates to the Vendor Details (AP402000) form with the details of the vendor selected for the check or payment.
Void 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.

Enter Reason Dialog Box

You use this dialog box to enter the reason you are approving or rejecting the selected document. The dialog box is opened when you click one of the following on the form toolbar of the current form:

  • Approve if Is Optional or Is Required is selected for the map in the Reason for Approval box of the Rule Actions tab of the Approval Maps (EP205015) form
  • Reject if Is Optional or Is Required is selected for the map in the Reason for Rejection box of the Rule Actions tab of the Approval Maps (EP205015) form
Element Description
Unnamed text box The reason the document is being approved or rejected.
This dialog box has the following buttons.
OK Saves the specified reason and closes the dialog box.
Cancel Closes the dialog box without saving the specified reason.

Back to TopAddress Lookup Dialog Box

In this dialog box, you can add a new address, update an existing address, and fill in the missing address information in a record that has address settings. You can also search for the name of the company and select the company’s address. You can click the link to view the address in a new browser tab. If the address is correct, you can click Select to fill in the boxes in the Address section of the applicable form with the company location details. The addresses you can select from the list are limited to the countries specified for the address provider.

  • If needed, you can use only a keyboard to select an address in the dialog box. When the Address Lookup dialog box has been opened, the system moves the focus to the Enter a Location box. You enter the known part of the address in the box, select the address by using the arrow keys, and press Enter. Then you can check the address and press Enter to close the dialog box.
  • You can expand the size of the Address Lookup dialog box to see the map in a larger scale by dragging the edges or corners of the dialog box.

This dialog box is available only if the Address Lookup Integration feature is enabled on the Enable/Disable Features (CS100000) form and integration with a web map service has been set up as described in Integrating Acumatica ERP with Web Map Services.

Element Description
Enter a Location 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.
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.
This dialog box has the following buttons.
Select Closes the dialog box and populates the current section with the address details that you have selected in this dialog box.
Cancel Closes the dialog box and cancels the selection of the company address.

Back to TopReassign Approval Dialog Box

In this dialog box, you can specify the new approver to whom you want to reassign the selected record or records. The dialog box opens when you click Reassign.

Element Description
New Approver The name of the employee to whom you want to reassign the selected record or records.
Ignore Approver’s Delegations 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 delegate specified for the current business date.
If the check box is cleared and if the new approver is not available and has a delegate specified 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 the system will prompt you to specify a different approver).
This dialog box has the following buttons.
Reassign Closes the dialog box and reassigns the selected record or records to the specified new approver if the reassignment of approvals is allowed in the related rule of the approval map on the Approval Maps (EP205015) form.
Cancel Closes the dialog box and cancels the reassignment of the selected record or records to the new approver.

Back to TopSummary Area

You use this area to specify summary information on a new payment or other document, or to select an existing document.

Element Description
Type 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.
    		•  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.
Reference Nbr. The unique identifier of the AP document, which is assigned by the system in accordance with the numbering sequence specified on the Accounts Payable Preferences (AP101000) form.
Status 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:
    • 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.
Application Date 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 record.
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.
Application Period The financial period of payment application.
Payment Ref. 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.
Vendor 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).
Location The vendor’s location.
When a vendor is selected, the vendor’s main location is inserted here by default.
Joint Payee Name 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.
Payment Method The payment method associated with the vendor.
This box is not available for debit adjustments.
Cash Account 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.
Currency The currency of the payment; by default, it is the currency associated with the cash account. It can be a currency other than the vendor’s default currency if currency overriding is allowed for the vendor account.
Description A description for the payment. You may use up to 50 alphanumeric characters.
Payment Amount The total payment amount that should be applied to the documents.
If the Set Zero Payment Amount to Application Amount check box is selected on the Accounts Payable Preferences (AP101000) form, the system automatically specifies an amount in this box that is equal to the Application Amount when a user saves the payment with no payment amount specified.
Unapplied Balance The balance that has not been applied. This will be a nonzero value if the payment amount is not equal to a document’s total amount. Checks will always have an unapplied balance of zero.
Application Amount The amount to be applied on the application date.
Finance Charges The total on all finance charges applied to this document.

Back to TopDocuments to Apply Tab

By using this tab, you can create a list of documents and document lines to which the payment should be applied. If you click Load Documents on the table toolbar, the system adds open debit adjustments (if any) or debit adjustment lines at the top of the list in addition to bills and credit adjustments. You can apply debit adjustments that have the Pay by Line check box selected on the Bills and Adjustments (AP301000) form to checks and vendor refunds by selecting debit adjustment lines on the current tab. After the release of the payment document, the details are updated and moved to the Application History tab.

Debit adjustments are always applied to the balance of the main vendor of a bill, which is the same vendor as specified in this debit adjustment. That is, if a debit adjustment is prepared for an AP bill that has joint payee balances specified, the Amount Paid that you specify on the Documents to Apply tab of the Checks and Payments cannot exceed the amount of the bill minus the joint payee amounts.

Table Toolbar

The table toolbar includes standard buttons and buttons that are specific to this table. For the list of standard buttons, see Table Toolbar. The table-specific buttons are listed below.

Button Description
Load 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.
If the Payment Amount in the Summary area is 0, clicking the button causes the system to load the following for the selected vendor:
  • Bills that have a nonzero outstanding balance and for which the Pay by Line check box is cleared
  • For bills for which the Pay by Line check box is selected, individual document lines with a nonzero outstanding balance
  • For debit adjustments for which the Pay by Line check box is selected, individual document lines with a nonzero outstanding balance
This button does not load documents with unreleased payment applications.
Add Joint Payee Opens the Select Joint Payee dialog box, which you use to add lines of a joint payee bill to the payment.This button appears on the form only if the Construction feature is enabled on the Enable/Disable Features form.

Select Joint Payee Dialog Box

You use this dialog box to select the lines of a joint payee bill to be paid and add these lines to the payment.

Element Description
The dialog box contains a Summary area, in which you can select the document whose lines should be listed in the table. The area contains the following box.
Reference Nbr. The reference number of the document for which you will prepare a joint payment.
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.
Included An unlabeled check box that you select to indicate that the system will add this line to the Documents to Apply tab of the current document when you click Add Joint Payee or Add & Close in the dialog box.
Reference Nbr. The reference number of the joint payee bill.
Joint Payee Name The name of the joint payee that is specified in the corresponding line on the Joint Payees tab of the Bills and Adjustments (AP301000) form.
Joint Amount Owed The amount to be paid to the joint payee that is specified in the corresponding line on the Joint Payees tab of the Bills and Adjustments (AP301000) form.
Joint Amount Paid The amount that has already been paid to the joint payee.
Joint Balance The amount left to pay to the joint payee for the bill, which is calculated as Joint Amount Owed minus Joint Amount Paid.
This dialog box has the following buttons.
Add Joint Payee Adds the included line or lines to the payment.
Add & Close Closes the dialog box and adds the included line or lines to the payment.
Cancel Closes the dialog box without adding any lines to the payment.

Table Columns

Column Description
Document Type The type of the document to which the payment should be applied.
Reference Nbr. The reference number of the AP document to which the payment should be applied.
You can search for AP documents by entering the Vendor Ref. setting in the search box of the lookup window that opens in this column.
Line Nbr. 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.
Inventory ID 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.
Project 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.
Project Task 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.
Cost Code 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.
Account 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.
Amount Paid 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.
Cash Discount Taken 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.
With. Tax The amount of tax withheld (if withholding taxes are applicable).
Date Either the date when the AP document was created or the date of the vendor’s original document (if the current date is overridden when the document is created).
Due Date The due date of the AP document.
Cash Discount Date The date when a cash discount from the vendor is available.
Cross Rate A cross rate that you can optionally specify between the currency of the payment and currency of the original document.
Balance The amount before the discount is taken.
Cash Discount Balance The difference between the cash discount that was available and the actual amount of cash discount taken.
With. Tax Balance The difference between the amount of the tax to be withheld and the actual withheld amount (if any withholding taxes are applicable).
Description A description of the document.
Currency The currency of the document that is to be paid.
Post Period The period to which the document should be posted.
Vendor Ref. The original reference number of the document or the ID assigned to it by a vendor (for informational purposes).
Supplied-by Vendor The vendor that supplies goods or services.
This column appears on the tab if the Vendor Relations feature is enabled on the Enable/Disable Features (CS100000) form.
Check Number 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.
Expired Compliance 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.

Back to TopApplication History Tab

On this tab, you can view the history of the payment application. The table on the tab is blank until the document is released.

Table Toolbar

The table toolbar includes standard buttons and buttons that are specific to this table. For the list of standard buttons, see Table Toolbar. The table-specific buttons are listed below.

Button Description
Reverse Application Reverses the application of payments to bills or credit adjustments. If the original application involved transactions and changes of statuses and balances of documents, then the reversing generates a reversing batch and changes the statuses and balances of the involved documents.

Table Columns

Column Description
Batch Number The ID of the batch that has adjusted the appropriate account balances. When you click this number, the Journal Transactions (GL301000) form opens, on which you can view the details of the batch.
Document Type The type of the document to which the payment was applied.
Reference Nbr. The ID of the AP document to which the payment was applied. By clicking this number, the document details form opens.
Amount Paid The amount that was actually paid which is displayed in the currency of the document that is selected in the Summary area of the form.
Cash Discount Taken The discount taken during the application on the specified date.
With. Tax The amount of tax withheld (if applicable).
Application Period The financial period of payment application.
Date The date when the AP document was created.
Due Date The due date of the AP bill.
Cash Discount Date The day when a discount from the vendor was available.
Balance The amount after the discount was taken.
Cash Discount Balance The amount of the discount taken.
Description A description of the payment.
Currency The currency of the paid document.
Post Period The period to which the document was posted.
Check Number 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.
Vendor Ref. The original reference number of the document or the ID assigned by the vendor (for informational purposes).
Tax Doc. Nbr. 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 Installments.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
Subject to Tax Adjustment 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.
Tax Adjustment The reference number of the VAT adjustment (a debit adjustment or a credit adjustment), which was generated on the Generate AP Tax Adjustments (AP504500) form for the AP document specified in this row. This reference number is specified by the system automatically when the VAT adjustment is generated.
Expired Compliance 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.

Back to TopApprovals Tab

This tab is available only if the Approval Workflow feature is enabled on the Enable/Disable Features (CS100000) form.

This tab contains information on approvals of the documents that are subject to this procedure.

If the record is rejected, a reason is specified during the rejection process, and then the record is returned for editing, that rejection will be listed on the tab, and all other rejections and approvals will be removed.

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

Column Description
Assignee ID The identifier of the employee who is assigned to approve the document.
Assigned To The name of the employee who is assigned to approve the document.
Workgroup The workgroup of the employee assigned to approve the document.
Approved By (ID) The identifier of the employee who actually approved the document.
Approved By The name of the employee who actually approved the document.
Approval Date The date of the approval.
Status The status of the document, which can be Pending Approval, Approved, or Rejected, depending on the approval action performed.
Reason The reason the document has been approved or rejected (if applicable).

Back to TopFinancial Tab

This tab contains information about the AP account and subaccount used in the AP document. For a released AP payment, the tab also contains a reference to the batch that implements transactions.

GL Link Section

This section contains the settings related to the GL transaction generated on release of the document.

Element Description
Batch Nbr. The ID of the batch that updates the appropriate account balances with the amounts of the document transactions when the batch is posted.
Instead of the batch ID, the Migrated word is displayed for a migrated document. For details, see Migrating Documents to Acumatica ERP.
Branch 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.
AP Account 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.
AP Subaccount The default subaccount for the vendor, if subaccounts are used in the system.
This box appears on the form if the Subaccounts feature is enabled on the Enable/Disable Features (CS100000) form.
Payment Date 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.
Fin. Period 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.
Cleared A check box that indicates (if selected) that the check was cleared in the process of reconciliation.
If a cash account does not require reconciliation (the Requires Reconciliation check box is cleared for the account on the Cash Accounts (CA202000) form), this check box is selected by default.
Clear Date The date when the check was cleared.
Batch Deposit A check box that indicates (if selected) that the refund should be added to a deposit.
This check box is available if the refund has not been included in a deposit on the Bank Deposits (CA305000) form. Once the refund is included in a deposit, this check box becomes unavailable. (For such documents, the Deposited check box is selected and unavailable.) If the deposit is voided, the current check box becomes available again.
Deposited A check box that indicates (if selected) that the refund is deposited.
Batch Deposit Date The date when the batch is deposited.
Batch Deposit Nbr. 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 document.
Original Document 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.

T5018 Report Section

This section includes the setting related to T5018 reporting. The section appears on the tab if the Canadian Localization feature is enabled on the Enable/Disable Features (CS100000) form, the selected document has the Prepayment type, and the document has not been fully applied.

Element Description
Include in T5018 Report A check box that indicates (if selected) that the prepayment can be for mixed goods and services and is included in the T5018 report. By default, the check box is cleared.
This check box is available if all of the following conditions are met:
  • For the current company, Canadian localization is set up at the company level—that is, Canada is selected in the Localization box on the Company Details tab of the Companies (CS101500) form—or the originating branch of the document belongs to such a company.
  • The vendor has the T5018 Vendor check box selected on the General tab of the Vendors (AP303000) form.

Back to TopOrders Tab

This tab is shown only if the document has the Prepayment type.

The tab lists the open and completed purchase orders to which the prepayment will be applied when the prepayment is released. Click Load Orders on the table toolbar to specify a date range (and, if needed, a range of reference numbers) to load additional orders to the list.

Table Toolbar

The table toolbar includes standard buttons and buttons that are specific to this table. For the list of standard buttons, see Table Toolbar. The table-specific buttons are listed below.

Button Description
Load Orders Opens the Load Options dialog box so that you can select criteria to be applied to the orders of the vendor specified in the Summary area of the form; you can then add the orders to the list.

Table Columns

Column Description
PO Type The type of the purchase order to be prepaid with the current prepayment.
Order Nbr. The reference number of the order to be prepaid. If you click this number, the Purchase Orders (PO301000) form opens, on which you can view the details of the purchase order.
Status The status of the order. Only Open or Completed purchase orders are loaded.
Applied to Order The total amount prepaid for the order. A user can change this amount if the prepayment application to the order has not been released yet.
Transferred to Bill The prepaid amount that has been applied to the bill prepared for the order.
Date The creation date of the order.
Unpaid Amount The order balance for which the prepayment can be prepared (that is, the order total minus the total amount of the prepayments applied to the order).
Order Total The total amount of the document, which is the total of all lines plus the additional charges and taxes and minus the sum of all applicable discounts.
Currency The currency of the order.
Released A check box that indicates (if selected) that the prepayment application has been released.
Linked to Prepayment A check box that indicates (if selected) that the order is linked to a prepayment request that a user has added on the Documents to Apply tab of the current prepayment document.

Load Options Dialog Box

You use this dialog box, which opens when you click Load Orders on the table toolbar of the Orders tab, to specify any criteria to be applied to the purchase orders to be loaded to the tab. (In addition to any criteria you specify, the purchase orders to be loaded must have the Open or Completed status and must specify the vendor that is selected for the prepayment.)

Element Description
Branch The branch specified in the purchase orders that can be loaded to the Orders tab.
From Date The earliest date for the purchase orders that can be loaded to the Orders tab.
To Date The latest date for the purchase orders that can be loaded to the Orders tab.
Start Order Nbr. The starting order number in the range of numbers of purchase orders that can be loaded to the Orders tab.
End Order. Nbr. The ending order number in the range of numbers of purchase orders that can be loaded to the Orders tab.
Max. Number of Documents The maximum number of purchase orders that can be loaded from the database. The default value is 999; with this value, the system can load up to 999 purchase orders that comply with the specified criteria.
Order by 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.
The dialog box provides the following buttons.
OK Loads to the Orders tab the documents matching the specified criteria and closes the dialog box.
Cancel Closes the dialog box without loading purchase orders to the Orders tab.

Back to TopRemittance Tab

This tab holds the remittance information used for the payment to the vendor. By default, the elements are populated with location-related information, but they can be overridden if needed.

Remittance Contact Section

Element Description
Override Contact A check box that indicates (if cleared) that the remittance contact information is the same as the contact information specified on the Payment Settings tab of the vendor location. If the check box is selected, the elements in this section can be used to enter other contact information.
Address Lookup 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 Acumatica ERP with Web Map Services.
Account Name The legal business name of the vendor’s company.
Attention The attention line as it is used in your company’s business letters, which is used to direct the letter to the proper person if the letter is not addressed to any specific person. The box may contain something like Purchase Orders Department or To whom it may concern.
Phone 1 The remittance contact person’s primary phone number.
Email The remittance contact person’s email address.

Remittance Address Section

Element Description
Override Address A check box that indicates (if cleared) that the remittance address is the same as the location’s remittance address. If it is selected, the elements in this section may be used to enter another address.
Validated 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.
Address Line 1 The first line of the remittance address.
Address Line 2 The second line of the remittance address.
City The vendor’s city.
Country The vendor’s country.
State The state or province of the remittance address.
Postal Code The location’s postal code.

Print Options Section

This section is available if in the Summary area of this form, both the Payment document type is selected in the Type box, and the payment method that supports printing checks is selected in the Payment Method box.

Element Description
Print Check A check box that you select if a check must be printed for this payment. If the Pay Separately check box on the Vendors (AP303000) form (Payment Settings tab) is selected, a separate check must be generated for each payment document.
Batch Payment Nbr. A link to the batch payment in which the check has been included. If you click the link, the system opens the batch on the Batch Payments (AP305000) form. For details, see Processing ACH Payments.

Back to TopCharges Tab

This tab contains a list of the finance charges applied to the payment by the bank for processing. For details, see Registration of Finance Charges.

Finance charges cannot be specified for refunds and debit adjustments. To add finance charges to a prepayment, specify them on the payment that pays the prepayment request.

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

Column Description
Entry Type The charge, selected by its entry type ID. You can select the entry type from the list of entry types associated with the cash account.
Description A detailed description of the entry type to be used as a finance charge.
Offset Account The account that is used for this finance charge.
Offset Subaccount The corresponding subaccount for this finance charge.
Amount The amount of the finance charge.

Back to TopCompliance Tab

On this tab, you can add, update, and review compliance documents.

This tab appears on the form only if the Construction feature of the Projects group of features is enabled on the Enable/Disable Features (CS100000) form.

Table Toolbar

The table toolbar includes standard buttons and buttons that are specific to this table. For the list of standard buttons, see Table Toolbar. The table-specific buttons are listed below.

Button Description
Line Details Opens the Line Details dialog box so that you can review the bills related to the lien waiver that is currently selected in the table on the tab.
Set as Final Marks the currently selected lien waiver as a final one.

Line Details Dialog Box

The dialog box opens when you click Line Details on the table toolbar of the Compliance tab. You use this dialog box to review the bills for which the lien waiver was prepared.)

Element Description
AP Doc. Type The type of the AP document for which the lien waiver was generated.
AP Reference Nbr. The reference number of the AP document for which the lien waiver was generated.
Line Nbr. The line of the AP document to which the lien waiver relates.
Currency The currency of the AP document for which the lien waiver was generated.
Amount Paid The amount of the payment prepared for the AP document for which the lien waiver was generated.
The dialog box has the following button.
Close Closes the dialog box.

Table Columns

Column Description
Expiration Date The date when the compliance document will expire. You specify the date when you add the compliance document to the tab.
Document Type The type of the compliance document. The following document types are available:
  • Certificate
  • Insurance
  • Lien Waiver
  • Notice
  • Other
Creation Date The date when the compliance document was created. By default, the system inserts the current business date at the time of creation. You can change the date manually.
Status The status of the compliance document. The list of statuses should be specified manually on the Compliance Preferences (CL301000) form.
Required A check box that indicates (if selected) that the document is mandatory for working with the project and project task specified in this line. This setting is for informational purposes only; the system does not enforce this requirement. It shows that the compliance document is required before any activities are performed for the project.
Received from Vendor A check box that indicates (if selected) that the document has been received. By using this check box, you can track when the payment for the document is received, so that the next payment is not delayed.
Vendor Received Date The date when the compliance document is received.
Received from Joint Payee A check box that indicates (if selected) that the document has been received from a joint payee.
Joint Payee Received Date The date when the compliance document is received from a joint payee.
Processed A check box that indicates (if selected) that the document has been processed.
Voided A check box that indicates (if selected) that the document has been voided.
Created Automatically A check box that indicates (if selected) that the document has been created by the system.
Sent Date The date when the compliance document is sent.
Project The project to which the compliance document relates.
If a project is specified, this compliance document is displayed on the Compliance tab of the Projects (PM301000) form for the selected project.
Cost Task The cost task within the selected project to which the compliance document relates.
If a task is specified, this compliance document will be displayed on the Compliance tab of the Project Tasks (PM302000) form for the selected task of the Cost Task type.
Cost Code The cost code assigned to the compliance document.
Vendor 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 list of vendors available for selection may be limited based on the role or roles assigned to the user account to which you are signed in if the Customer and Vendor Visibility Restriction feature is enabled on the Enable/Disable Features (CS100000) form. In this case, the Restrict Visibility To box appears on the Financial tab of the Vendors (AP303000) form. With the feature enabled, a vendor is available for selection if one of the following is true:
  • The Restrict Visibility To box is empty for the vendor—that is, the vendor’s visibility is not restricted.
  • A branch or company is specified in the Restrict Visibility To box for the vendor, and your user account is assigned to the role specified in the Access Role box of the Configuration Settings section of one of the following: the Branch Details tab of the Branches (CS102000) form for the branch, or the Company Details tab of the Companies (CS101500) form for the company.
Vendor Name The name of the vendor associated with the compliance document.
Expired A check box that indicates (if selected) that the compliance document has expired.
AP Payment The reference number of the payment that is associated with the compliance document.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
AP Payment Method The payment method associated with the vendor.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
AR Invoice 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.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
AR Invoice Amount The amount of the invoice.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
AR Payment The reference number of the payment associated with the compliance document.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
AR Payment Method The customer’s default payment method.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
Account The account associated with the vendor (Expense account) or customer (Sales account).
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
Bill 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.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
Bill Amount The bill amount to be paid for the document.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
Certificate Number The number of the certificate.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
Customer 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.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
Customer Name The name of the customer associated with the compliance document.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
Date Issued The date when the document is issued.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
Effective Date The date when the compliance document takes effect. You should specify the date manually while adding the document.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
Insurance Company The name of the insurance company.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
Joint Payee (Vendor) 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.
The list of vendors available for selection may be limited based on the role or roles assigned to the user account to which you are signed in if the Customer and Vendor Visibility Restriction feature is enabled on the Enable/Disable Features (CS100000) form. In this case, the Restrict Visibility To box appears on the Financial tab of the Vendors form. With the feature enabled, a vendor is available for selection if one of the following is true:
  • The Restrict Visibility To box is empty for the vendor—that is, the vendor’s visibility is not restricted.
  • A branch or company is specified in the Restrict Visibility To box for the vendor, and your user account is assigned to the role specified in the Access Role box of the Configuration Settings section of one of the following: the Branch Details tab of the Branches (CS102000) form for the branch, or the Company Details tab of the Companies (CS101500) form for the company.
    		This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
Joint Payee The name of the joint payee, if the joint payee is not defined in the system as a vendor.
Joint Amount Paid The amount to be paid to joint payees according to the joint payment.
Joint Release A check box that indicates (if selected) that the joint release has been received.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
Lien Waiver Amount The amount covered by the lien waiver.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
Limit The amount of insurance liability specified for the compliance document. You should enter the amount manually while adding the document.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
Method Sent The method used to send the document.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
Payment Date The date when the payment is created.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
Payment Ref. The reference number of the payment.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
Project Transaction The reference number of the project transaction associated with the compliance document.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
Purchase Order 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.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
Purchase Order Line Item The inventory ID of the item in the purchase order line, which can be specified only if a purchase order has been selected.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
Policy The insurance policy number.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
Receipt Date The date of the inventory receipt.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
Receive Date The date when the goods are received.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
Received By The person responsible for receiving goods.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
Requires Joint Payment A check box that indicates (if selected) that a joint payment is required.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
Revenue Task 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.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
Secondary Vendor 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.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
Secondary Vendor Name The name of the secondary vendor associated with the compliance document.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
Source The source of the payment, which is one of the following options:
  • AP Bill
  • PO/Sub
  • Customer
  • Project
 This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
Sponsor Organization The name of the sponsor organization.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
Subcontract 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.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
Subcontract Line Item The identifier of the item in the subcontract line, which can be specified only if a subcontract has been selected.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.
Through Date The date when the goods are shipped.
This column is hidden by default. You can display this column in the table by using the Column Configuration dialog box. For details, see Table Layout: Process Activity.

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