Understanding Manual Payments with Voucher Match

To create a manual payment for one or more vouchers that you have already entered, you enter a manual payment with voucher match. You specify whether to print the payment. If you do not print it, you must prepare the payment manually.

The system reserves the records (payment numbers) needed for the manual payments, creates a payment record, updates the pay status of the voucher, and reduces the open amount of the voucher. The Print Payment check box on the Manual Payment Entry form determines if the payment is printed. The processing options on the Print tab enable you to specify certain print characteristics such as payment instrument and print program version number.

For greater efficiency when you enter a manual payment, you can set a processing option so that the system calculates the total amount of the pay items that you select for payment. After you select the pay items, the system deducts the full discount, if applicable, and enters the full payment amount.

When the Multi Currency Conversion field in the General Ledger Constants is enabled and the Payment Instrument processing option on the Print tab of the Manual Payments with Voucher Match program is set to ACH IAT Format, the Manual Payments with Voucher Match program validates the account currency code and payment currency code. The Manual Payments with Voucher Match program supports ACH IAT payment transactions only if the currency code is USD.

Note:

If the processing option is set for the system to automatically calculate the payment amount and you want to select an additional pay item after initially selecting a pay items, do not clear the Payment Amount field. Instead, select Pay Items from the Form menu. On the Select Open Pay Items form, select the pay item and click Select. On the Manual Payment Entry form, the system recalculates the payment amount to include the pay item that you just added.

If the processing option is set for you to enter the payment amount manually and you want to select an additional pay item, clear the Payment Amount field. Select Pay Items from the Form menu. On the Select Open Pay Items form, select the pay item and click Select. On the Manual Payment Entry form, enter the new payment amount.

Important: If you override the payment amount, the processing option is overridden. The payment amount is not recalculated again. You must enter any further changes manually.

Alternatively, you can manually enter the payment amount. You can pay the whole amount of a voucher or pay a partial amount. To enter the payment amount manually, be sure to enter the amount in the header area before moving your cursor to the detail area. The system will calculate the amount to pay on each voucher that you select.