Enter a Payment for AP Made Outside of Veracross

Overview

Sometimes you may need to issue a manual-handwritten check or record a payment made by wire transfer or direct bank debit outside of Veracross.  Even though the payment was issued outside of Veracross, you'll want to record it in order to pay the invoice and reduce cash in your general ledger.

Record a payment made outside of Veracross

To enter the payment information on an invoice, navigate to the Accounts Payable homepage and click AP Invoice Header Listing, under the General section. Enter the appropriate search criteria, run the query, and click on the desired invoice.Read more about queries in Axiom.

Use the first set of steps if you just need record the payment for your general ledger.

Use the second set of steps if you'd like the opportunity to print the check format, for record keeping.

First Option

On the invoice detail screen, navigate to the Sched. Payment tab.

1. Check Paid in Full? to “Yes” or enter the tentative gross payment and discount for each item, and click Update . You must do this before entering the payment information. Do not enter a Scheduling Batch. If there is a schedule batch number from a prior scheduling of this invoice, delete it by setting it to zero.
2. Check Manual Pay? to “Yes.” Today’s date will be entered into the Check Date field. The next Check Number and the default Cash GL Account are filled in. Update as needed.
3. On the Invoice's Sched. Payment Tab, when the information is entered correctly, check Post Payment Now? to “Yes.” Click Update .

Second Option

On the invoice detail screen, navigate to the Sched. Payment tab.

1. Check Paid in Full? to “Yes” or enter the tentative gross payment and discount for each item, and click Update . You must do this before entering the payment information. Do not enter a Scheduling Batch. If there is a schedule batch number from a prior scheduling of this invoice, delete it by setting it to zero.
2. Check Manual Pay? to “Yes.” Today’s date will be entered into the Check Date field. The next Check Number and the default Cash GL Account are filled in. Update as needed.
3. In the Action Menu, select "Prepare Manual Check".  When you click Update or refresh the screen, a link to the Check Batch will populate.
4. Click on the Check Batch hyperlink and print the check format for record keeping.
5. On the Invoice's Sched. Payment Tab, when the information is entered correctly, navigate to the Action Menu and select "Post Manual Check".

The tentative payments are zeroed, and the amounts paid updated. A disbursement record is created, and a journal entry is made for the payment. No direct deposit file will be created for a manual payment.