Process Path to paying an invoice

Steps taken to pay an invoice | Following the invoice | Problems

Steps taken to pay an invoice

1. An invoice arrives for payment
2. AU 1 - Enter an invoice from a vendor
   • each invoice is considered a voucher
   • each voucher is stored inside a new or existing batch
3. AU 3 - Print a journal proof
4. AU 4 - Post vouchers by batch for payment selection
5. AU 6 - Enter pay selections
   • pay by invoice
   • pay by vendor
   • pay by due date or
   • pay by discount date
6. AU 8 - Print cash requirements
7. AU 9 - Print checks

   All check payments are now posted in the G/L

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Step by step following the invoice

1. An invoice arrives for payment
   At this point the invoice does not exist in the system; not until you enter it.
2. AU 1 - Enter an invoice from a vendor
   • each invoice is considered a voucher
   • each voucher is stored inside a new or existing batch

   At this point the invoice is recorded in the system but not proofed or posted.

3. AU 3 - Print a journal proof
   At this point the invoice is recorded in the system but not yet posted for payment.
4. AU 4 - Post vouchers by batch for payment selection
   At this point the invoice is posted and ready for payment.
5. AU 6 - Enter pay selections
   • pay by invoice
   • pay by vendor
   • pay by due date or
   • pay by discount date

   At this point the invoice is selected for payment but not yet paid.

6. AU 8 - Print cash requirements
   At this point the invoice is selected for payment but not yet paid. No checks can be run until cash requirements report is completed
7. AU 9 - Print checks
   At this point the invoice is paid.

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Problems

• Q. I can't enter my invoice it keeps saying no duplicate invoice numbers?

  A. Check and see if you have already entered the invoice.
  

• Q. I see my invoices on the journal proof but I can't select them for payment.

  A. Check the due date. See if it was entered in a future year.
  

• Q. I can't find my invoices to select for payment.

  A. Reprint your journal proof and make sure that they are posted and not out of balance.
  

• Q. My voucher is out of balance how do I fix it?

  A. The easiest way to fix an out of balance voucher is to delete it and recreate it.
  Otherwise go to AU 2 and find the voucher then update it with the correct information.

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Last modified: November 7, 2011

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