AP invoices

1. In the Navigation pane, highlight the Accounts Payable > Invoices folder.
2. Click . The New AP Invoice window opens.

   

   

3. Enter the name of the Batch of AP invoices to include the invoice in. The default batch name is the batch from the selected options profile, or the batch from the last invoice entered if the batch name on the profile is blank.

   Example

   You could use the name of the month or your initials.
4. Select the Vendor you are entering the invoice for.
5. Enter a Description of the invoice. You can use up to 60 characters.
6. Enter the Invoice # from the invoice document.
7. Enter the invoice Date.
8. Enter the total Amount of the invoice including tax, freight charges, handling charges, and all other items billed on the invoice before any discounts are applied. Negative amounts can be entered. You can distribute the extra expenses to the appropriate GL accounts in the GL Detail table.
9. If the Purchasing package is installed, the Owner field is visible in the Invoice section. Select the purchasing operator responsible for the invoice.
10. Enter the PO # which resulted in the invoice. This field is optional unless the vendor is set up to require a purchase order number.
11. If you need to prevent the invoice from being merged temporarily, mark the Merge Hold checkbox. This option is useful if the invoice needs further attention before it is processed.
12. If you need to withhold payment on this invoice temporarily, mark the Payment Hold checkbox. Invoices on payment hold cannot be paid in the group pay process; however, they can be paid individually although ActivityHD does issue a warning.
13. In the Payment Location field, select the vendor payment location for this invoice. This field defaults to the vendor's default payment location.
14. If invoice approval is enabled, the Approval section is visible. In the Dept field, select the purchasing department responsible for invoice approval.
15. In the AP Account field, enter the liability account to credit for the invoice. The account number defaults from the liability account specified on the vendor's record or from the default on the vendor in conjunction with the account mask from the invoice options. If you override the default account number, the number displays in purple. Partial or invalid accounts are allowed in this field until the invoice is merged. Partial or invalid accounts are highlighted in yellow.
16. In the GL Date field, enter the date to record the detail postings for the invoice. The default date is the invoice date or the date specified in the invoice options.
17. Enter the name of the GL Batch to include the invoice in when it is merged. The default GL batch name is the GL batch from the selected options profile, or the GL batch from the last invoice entered if the GL batch name on the profile is blank.

18. In the Attribute field(s), enter the appropriate attribute value(s) for the invoice. In particular, be sure to enter values for required attributes. If default attribute items are defined on the vendor record, they are copied to these fields. You can override or blank out the default attribute items as needed.

    Invoice-level attributes are automatically applied to the detail distribution lines but can be overridden if the attribute is configured for invoice detail usage. Account mask requirements for the liability and debit accounts can be specified on attribute items.

    Note

    If an attribute is flagged for "Use on GL Detail" and to "Follow Calendar Post Control" and to "Post to GL" for AP and the invoice is merged and the corresponding GL journal entry (for the invoice or the extra GL detail line) is merged and the post control is "Error", the attribute item on an invoice cannot be changed. If those conditions exist but the post control is "Warning", a message is displayed before the attribute item can be changed.

    The post control in effect is determined as follows:

    1. If there is a segment-specific control calendar on the GL account from the GL detail or extra GL line, use the control calendar. Otherwise, use the default calendar.
    2. Open the calendar period that contains the posting date from the GL detail or extra GL line. If there is an AP-specific post control for the period, use it.
    3. If the period of the posting date is outside the periods before or the periods after the current period, use the post control on the calendar.
19. To enter payment terms for the invoice, click in the Terms field. The Invoice Payment Terms dialog opens. To skip payment terms, skip to step 25.

    

20. In the Terms field, select the payment terms for the invoice. The default terms come from the vendor record. The discount date, due date, and basis are calculated based upon the payment terms and invoice date.
21. In the Pay By field, enter the date by which to pay the invoice.
22. The date the payment is Due is calculated from the payment terms. If you need to override the date, enter the actual due date.
23. The Basis field defaults to an amount calculated based on the invoice amount and payment terms. If the amount subject to discount is different, enter the actual discount basis amount.
24. Click Close.
25. To enter discount information for the invoice, click in the Discounts field. The Invoice Discount Dates dialog opens. If no discount applies, skip to step 28.

    

26. The information in the Discount Dates table defaults from the payment terms. If the payment terms did not include discount information or if you need to override the information in the table, do the following for each discount date:
    1. In the Date field, enter the latest date that a payment can be received on the invoice in order to receive the discount shown in this row.
    2. If you know the discount rate, enter the rate in the Percent field; the Amount is calculated for you. If you know the Amount of the discount, enter it; the Percent is calculated for you.
27. When you finish, click Close.

28. Next, turn your attention to the GL Detail table. Notice in the GL Detail table that ActivityHD automatically creates a detail line with a source of "Invoice" to credit the AP liability account for the invoice. Moreover, if the purchase is subject to use tax, the use tax is calculated based on the APCode specified in the APCodes table and a detail line is added to the GL Detail table. Neither of these lines can be edited directly except for their Description and Memo fields.

29. Because some entries in the APCodes table may affect the distribution amount, first examine the APCodes table to determine if you need to add, remove, or change any rows.
    • To add a row, start with your cursor in the APCodes table and click . In the APCode column, select the APCode to add. The value in the Basis column defaults to the invoice basis amount. If you need to change the basis, enter the amount of the invoice that is subject to the APCode.
    • To remove a row, start with your cursor in the row you need to remove and click . ActivityHD prompts you to confirm the action. Click OK.
    • To change a row, go into that row and select a new APCode and/or change the Basis amount as needed.

    Note

    "Payment Withholding" APCodes are not allowed on invoices which are paid by Quick Pay.

30. You can complete the distribution in a couple of ways:
    • Use the Distribution wizard to apply a distribution template.
      1. Click . The Apply Distribution Template dialog box opens.

         

      2. In the Template field, select the distribution template to use for the distribution. The default template is the template designated on the vendor record.
      3. The Account Mask field shows the combination of the account mask on the distribution template and the account mask specified on the vendor record (if applicable). If there are blanks remaining in the account mask, fill them with wildcards or actual segment item codes.
      4. The Amount field defaults to the undistributed amount. Enter the amount to distribute to the designated account mask.
      5. If you want to remove existing GL detail lines from the distribution before applying the distribution template, mark the Delete Existing Distribution Lines checkbox.
      6. Click OK.
      7. Repeat these steps, if necessary, until you distribute the entire amount.
    • Distribute amounts manually.
      1. Add a new row to the GL Detail table.

      2. In the Account column, select the account number to post the detail line to. The default account on each new invoice GL detail line (excluding liability, use tax, and intercompany lines) is the default distribution account from the vendor record. If you override the default account number, the number displays in purple.

         Note

         You can enter partial or invalid accounts in this field. You can merge an invoice with partial or invalid accounts, but you cannot merge the associated GL entry or void the invoice until all accounts are valid.

         Reasons you might want to enter a partial or invalid account include:

         • You only know part of the account number when the invoice is entered.
         • You know the correct account number, but it hasn't been created in the General Ledger yet.
         • The distribution wizard or the intercompany function resulted in an invalid account. (While the intercompany function may result in an invalid account, invalid accounts are excluded from the source of the intercompany function.)

         Partial or invalid accounts are highlighted in yellow in the Invoice window and in Invoice GL Detail.

      3. If there are one or more active attributes with invoice detail usage, a column for each of these attributes appears in the table after the Account Description. If applicable, enter the appropriate attribute items in these columns. You can only apply attribute values on distribution lines, not on AP liability, intercompany, or use tax lines. Attribute items with a debit account mask defined on them can contribute to the GL account on the invoice line. If default attribute items are defined on the vendor record or invoice-level attributes are specified, they are copied to these columns. You can override or blank out the default attribute items as needed. If a default attribute item is overridden, the attribute item displays in purple.

         Attribute values automatically appear on the associated journal entries if the attribute is configured to post to General Ledger.

      4. In the Debit column, enter the amount to debit the corresponding account.

         Note

         If your cursor is in an editable line of the GL Detail table, you can press Ctrl+B or select > Tools > Distribute Balance to automatically enter the debit amount needed to balance the distribution.

      5. Repeat these steps, if necessary, until you distribute the entire amount.

31. If your system is set up to handle intercompany postings and the current invoice requires that you create intercompany postings, select > Tools > Create Intercompany Detail or press Ctrl+I. (This command is visible only if your system is set up for intercompany postings.) ActivityHD automatically generates the intercompany receivables and payables detail lines and adds them to the distribution table below the existing GL

    Notes

    • Intercompany detail lines cannot be edited in the table; however, you can delete them individually.
    • You can generate intercompany postings multiple times if you make changes to the distribution. ActivityHD always deletes the existing intercompany detail lines and replaces them with new detail lines based on the current distribution information.
32. When you finish, save the new invoice. ActivityHD generates the entry number at this time.

Quick Pay allows you to pay off an entire invoice immediately. Quick Pay is only available for unmerged invoices. Pick the payment type ("Check", "EFT", or "Manual") and some or all of the other fields in the Quick Pay table are automatically filled in for you based on vendor defaults, AP invoice Quick Pay form options, and invoice information.

The security accesses for AP payments are also required to use Quick Pay on AP invoices. Specifically, the following Payments accesses are applied for Quick Pay:

• Visible. Required to show the Quick Pay table in the Invoice window.
• New. Required to create a Quick Pay payment line or to copy a Quick Pay payment using "New Copy" or "Import".
• Edit. Required to change the fields on a Quick Pay payment line and to change fields on an invoice which update Quick Pay payment information (Vendor, Location, Invoice Amount, Discount, APCodes).
• Read. Required to write out Quick Pay payment information in "Export".
• Delete. Required to delete a Quick Pay invoice or Quick Pay payment line.
• Merge. Required to merge a Quick Pay invoice.
• Void. Required to void a Quick Pay invoice.

An AP invoice and its Quick Pay payment are tightly associated. To learn more about how changes to the invoice affect the payment, expand this link.

To use Quick Pay to pay an invoice in full:

1. Open the unmerged AP invoice to pay.

2. Ensure that the Quick Pay table is visible at the bottom of the Invoice tab. If it is not, choose an appropriate profile from the Options drop-down list at the top of the window.

   Note

   A pre-installed "Quick Pay" profile is available. Select it from the Options drop-down list or go to > Tools > Options > Quick Pay.

   

3. In the Type column, select the method of payment. Your options are:
   • <blank>
   • Check
   • EFT
   • Manual

   Default values load in the appropriate columns.

4. Enter values for any columns which did not receive default values or which need to be changed from the default. Follow the instructions below for the columns which require a response. Skip this step if the payment details are complete and correct.
   1. If you selected "Manual" in the Type column, enter Reference information such as a manual check number.
   2. In the Date column, enter the payment date.

   3. In the Discount column, enter any discount taken. If there is no discount, accept 0.00.

      Note

      The discount account must be fully qualified. Allocated discount is not supported by the Quick Pay feature.

   4. In the Bank Account column, select the bank account to post the payment against.
   5. In the Discount Account column, select the account to which to post any discount amount taken.
   6. In the Batch field, enter the name of the AP batch to which to assign the Quick Pay payment.
   7. In the GL Batch field, enter the name of the GL batch to which to assign the Quick Pay payment.
5. Save your changes. The payment is created and is available along with other AP payments in the Payments folder.

To change the APCode on a Quick Pay payment, you must change the APCode on the associated invoice. ActivityHD propagates the change on the invoice to the Quick Pay payment. This ensures that the APCodes are consistent between AP invoices and their Quick Pay payments.

1. In the AP Invoices HD view, highlight the quick paid invoice(s) for which you need to change the APCode.
2. In the toolbar, click . The Change AP Invoices wizard starts.

   

3. In the Fields list box, select Invoice > APCode Change.

   

4. In the APCode Change From field, select the APCode you need to replace on the invoice(s).
5. In the To field, select the APCode to apply on the selected invoice(s) and to propagate to the associated Quick Pay payment(s).
6. Click Next >>. You are prompted to confirm that you want to change the AP invoice(s).
7. Click Yes. ActivityHD reports the number of invoices successfully changed.

   

8. Click Finish.

You can use the Extra GL table to enter any additional GL postings you need to associate with the invoice.

Some valuable things to know about extra GL entries:

• Extra GL detail is summarized into journal entries when an invoice is merged.
• Extra GL lines can be modified and deleted if the associated journal entry is not merged.
• Extra GL lines can be added to an invoice as long as the invoice is not voided.
• New journal entries (one per period) are created automatically as needed.
• Extra GL is summarized on a journal entry by account, date, and debit/credit. The GL detail reference is "Extra".
• When an invoice with extra GL entries is voided, the system automatically generates extra GL on the reversal invoice to reverse the extra GL on the original invoice. For this reason, extra GL on the original invoice must be valid and in balance before it can be voided, and extra GL on a voided invoice cannot be modified.

To make extra GL entries:

1. Open the invoice to add extra GL entries to.
2. Select the Extra GL tab.
3. If extra GL entries already exist for the invoice, add a new line in the Extra GL table. Otherwise, begin on the first line in the table.
4. Enter the Date of the extra GL entry.

5. Enter the Account to post the extra GL entry to.

   Note

   You can enter partial or invalid accounts in this field. You can merge an invoice with partial or invalid accounts, but you cannot merge the associated GL entry or void the invoice until all accounts are valid.

   Reasons you may want to enter a partial or invalid account include:

   • You only know part of the account number when the invoice is entered.
   • You know the correct account number, but it hasn't been created in the General Ledger yet.
   • The distribution wizard or the intercompany function resulted in an invalid account. (While the intercompany function may result in an invalid account, invalid accounts are excluded from the source of the intercompany function.)

   Partial or invalid accounts are highlighted in yellow in the Invoice window and in Invoice GL Detail.

6. If there are one or more active direct attributes with AP usage, a column for each of these attributes appears in the table after the Account Description. If applicable, enter the appropriate attribute items in these columns. Attribute items with a debit account mask defined on them can contribute to the GL account on the extra GL line.
7. Enter the Debit or Credit amount to post to the selected account.
8. Enter a Description and/or Memo for the extra GL entry.
9. Repeat steps 3-8 for each extra GL entry you need to make.
10. When you finish, save your changes.

Disapprove an invoice

An invoice cannot be deleted if it has been merged.

Deleting an unmerged Payroll invoice releases its check lines to be posted to AP again.

To delete an unmerged invoice, highlight the invoice record in the HD view and click , or open the invoice and select > Edit > Delete. In either case, ActivityHD prompts you to confirm your action. Click Delete to delete the invoice.

The Validate GL action simplifies the process of fixing invalid accounts on an invoice once the accounts themselves have been created or updated. It is not sufficient to merely create or correct the accounts. To validate accounts on invoices:

1. In the Navigation pane, highlight Accounts Payable > Invoices > Invoice GL Detail.
2. In the HD view, apply the "Invalid account" filter. For the resulting invoices, verify the accounts exist or create them if necessary.
3. In the Navigation pane, highlight Accounts Payable > Invoices > Invoice Extra GL.
4. In the HD view, apply the "Invalid account" filter. For the resulting invoices, verify the accounts exist or create them if necessary.
5. In the Navigation pane, highlight Accounts Payable > Invoices.
6. In the HD view, apply the "Has Invalid Account" filter.
7. Select all the resulting invoices (Ctrl+A).

8. In the toolbar, click . You are prompted to confirm that you want to validate the accounts on the AP invoices.

   

9. Click Yes. The Validate GL Accounts on Invoices process starts.

   

10. When the process completes, click Finish.

Proofing, or reviewing the Merge AP Invoices Proof Report, is an optional step when processing invoices. Although optional, this step alerts you to any invoices that require your attention before merging and helps prevent surprises when you do merge invoices.

1. In the Navigation pane, highlight the Accounts Payable > Invoices folder.
2. Start the Proof for Merge Invoices wizard.
   • To proof all or a filtered subset of invoices:
     1. Right-click the Invoices folder and select Select and Proof for Merge from the shortcut menu.
     2. On the Selection tab, define any filters to apply to the invoices.

        

        Tip

        Apply the "New Invoices" filter to select unmerged invoices.

     3. Click Next >>.
   • To proof specifically selected invoices:

     1. In the HD view, select the invoices to include on the report. You can use Ctrl and/or Shift selection to select multiple invoices.

        Tip

        Apply the "New Invoices" filter to see all unmerged invoices.

     2. Right-click and select Proof for Merge from the shortcut menu.
3. The wizard reports the number of invoices that are valid for merging.

   

   If the validation returns errors or warnings, ActivityHD lists the reasons why.

   If you want to view or print the Merge AP Invoices Proof Report, click Report. Otherwise, skip to step 10.

   

4. In the Validation Status? field, select which invoices to include on the proof report. Your options are:
   • Valid Invoices. Only shows the invoices that are valid for merging on the report. This option is disabled if there are no valid invoices in your selection. This option is preselected and the other options are disabled if all the invoices are valid.
   • Exceptions. Only shows the invoices that are not valid for merging on the report. This option is disabled if there are no invalid invoices in your selection. This option is preselected and the other options are disabled if all the invoices are invalid.
   • Both. Shows both valid and invalid invoices on the report. This option is disabled if all the invoices are valid or if all the invoices are invalid.
5. Ensure the checkboxes for the additional information you want to include on the report are marked. The first nine checkboxes are marked by default. Your options include:
   • Validation Messages
   • Approval Status (only visible when Purchasing is installed and AP invoice approval is enabled)
   • Approval History (only visible when Purchasing is installed and AP invoice approval is enabled)
   • Payment Locations, Terms, and Quick Pay
   • Attributes
   • APCodes
   • GL Detail
   • Extra GL
   • GL Summary
   • Timestamps
   • Memos
6. Select the Output tab.
7. In the Design field, look up and select the report design to use.
In the toolbar, click the icon for the type of output you want:
• - Provides access to two preview options.
  • Preview - Click the icon or click the drop-down arrow and select Preview from the drop-down menu to view the report in the Crystal Reports viewer.
  • Preview to PDF - Click the drop-down arrow next to the icon and select Preview to PDF to view the report in the PDF reader.
• - Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
• - Opens the Report Email dialog so that you can address and compose an email that the report will be attached to. For best results, ensure your email client is running before you attempt to send a report via email.
• - Opens the Export Report dialog so that you can save the report to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).
9. When you finish proofing the invoices, close the Merge AP Invoices Proof Copy dialog.
10. Click Finish.

Data extensions

The following data extensions are available for the report:

• Invoices
• Invoice GL detail
• Invoice APCodes
• Invoice extra GL
• Invoice approval history (only available when Purchasing is installed and AP invoice approval is enabled)

Before an invoice can be paid it must be merged. Merging automatically creates a general ledger entry for the invoice and sends it to General Ledger for posting.

1. In the Navigation pane, highlight the Accounts Payable > Invoices folder.
2. Start the Merge Invoices wizard.
   • To merge all or a filtered subset of invoices:
     1. Right-click the Invoices folder and select Select and Merge from the shortcut menu.
     2. On the Selection tab, define any filters to apply to the invoices.

        

        Tip

        Apply the "New Invoices" filter to select unmerged invoices.

     3. Click Next >>.
   • To merge specifically selected invoices:

     1. In the HD view, select the invoices to include in the merge. You can use Ctrl and/or Shift selection to select multiple invoices.

        Tip

        Apply the "New Invoices" filter to see all unmerged invoices.

     2. Click .
3. The wizard reports the number of invoices that are valid for merging.

   

   If the validation returns errors or warnings, ActivityHD lists the reasons why.

   If you want to view or print the Merge AP Invoices Proof Report, click Report. Otherwise, skip to step 10.

   

4. On the Options tab in the Validation Status? field, select which invoices to include on the merge report. Your options are:
   • Valid Invoices. Only shows the invoices that are not valid for merging on the report. This option is disabled if there are no valid invoices in your selection. This option is preselected and the other options are disabled if all the invoices are valid.
   • Exceptions. Only shows the invoices that were not merged on the report. This option is disabled if there are no invalid invoices in your selection. This option is preselected and the other options are disabled if all the invoices are invalid.
   • Both. Shows both valid and invalid invoices on the report. This option is disabled if all the invoices are valid or if all the invoices are invalid.
5. Ensure the checkboxes for the additional information you want to include on the report are marked. The first nine checkboxes are marked by default. Your options include:
   • Validation Messages
   • Approval Status (only visible when Purchasing is installed and AP invoice approval is enabled)
   • Approval History (only visible when Purchasing is installed and AP invoice approval is enabled)
   • Payment Locations, Terms, and Quick Pay
   • Attributes
   • APCodes
   • GL Detail
   • Extra GL
   • GL Summary
   • Timestamps
   • Memos
6. Select the Output tab.
7. In the Design field, look up and select the report design to use.
In the toolbar, click the icon for the type of output you want:
• - Provides access to two preview options.
  • Preview - Click the icon or click the drop-down arrow and select Preview from the drop-down menu to view the report in the Crystal Reports viewer.
  • Preview to PDF - Click the drop-down arrow next to the icon and select Preview to PDF to view the report in the PDF reader.
• - Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
• - Opens the Report Email dialog so that you can address and compose an email that the report will be attached to. For best results, ensure your email client is running before you attempt to send a report via email.
• - Opens the Export Report dialog so that you can save the report to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).
9. When you finish with the Merge AP Invoices Proof Report, close the Merge AP Invoices Proof Copy dialog.
10. Back in the Merge Invoices wizard, click Next >>. ActivityHD merges the invoices and reports its results.

    

    If desired, you can print or preview the proof report again, this time showing only the invoices which were successfully merged. To do so, click Report and repeat steps 4-9.

11. Click Finish. The invoices are now merged and outstanding, ready to be paid.

The Pay Invoices process allows you to pay multiple invoices at a time. ActivityHD creates a new payment for each vendor and payment location combination in your selection. Multiple outstanding invoices for the same vendor are paid on the same payment unless the invoices have different payment locations.

Invoices selected for payment must be merged before payments can be created.

To pay invoices:

1. In the Navigation pane, highlight the Accounts Payable > Invoices folder.
2. Start the Pay Invoices wizard.
   • To pay all or a filtered subset of invoices:
     1. Right-click the Invoices folder and select Select and Pay from the shortcut menu.
     2. On the Selection tab, define any filters to apply to the invoices.

        

        Tip

        Apply the "Outstanding Invoices" filter to select the invoices eligible to be paid.

   • To pay specifically selected invoices:

     1. In the HD view, select the invoices to pay. You can use Ctrl and/or Shift selection to select multiple invoices.

        Tip

        Apply the "Outstanding Invoices" filter to see all invoices eligible to be paid.

     2. Click .

     

3. On the Pay tab in the Type field, select how to distribute the net pay amount to the vendor. Your options are:
   • Check. Print checks. ActivityHD requires you to disburse the payments before they can be merged.
   • EFT. Use electronic funds transfer (EFT).
   • Manual. Record a manual payment. If you select this option, the Reference field is enabled so you can record payment information such as the manual check number.
   • Preferred. Use each vendor's preferred payment method from the vendor's Defaults tab.
4. In the Invoice Grouping field, select how to group invoices for payment for those vendors whose vendor grouping option is "Use Invoice Payment Process Default". The grouping option for vendors who selected a different option will be honored. Your options are:
   • Location. Group invoices for a vendor by payment location and produce one payment per payment location.
   • Location, AP Account. Group invoices for a vendor by payment location and by AP account. Produce one payment for each different payment location/AP account combination.
   • Invoice. Produce a separate check for each invoice.
5. In the Date field, enter the payment date for the invoices. The payment date is used to calculate the available discount amount, backup withholding, and the GL posting date.
6. Enter the name of the Batch to use for processing the AP payments. Batch names are useful for selecting groups of payments to proof, merge, or delete.
7. If you selected "Manual" or "Preferred" in the Payment field, the Reference field is enabled. Enter a short reference, typically the check number, for the payment.
8. In the Bank field, enter the GL account to credit with the net pay amounts.
9. In the Discount field, enter the GL account to credit with the discount amounts for the payments.
10. Enter the name of the GL Batch to use when payments are merged.
11. Click Next >>. The Payment Detail table lists the invoices selected for payment.

    

12. In the Pay Detail table, do none, any, or all of the following:
    • Clear the Select checkbox for any invoice(s) you want to exclude from the payment process.
    • Edit the Gross Pay amount on invoices as needed.
    • Edit the Discount amount on invoices as needed.
    • Press F4 in the Vendor column to open the vendor record for the corresponding payment.
    • Press F4 in the Invoice column to open the AP invoice record for the corresponding payment.
13. When you finish, click Next >>. ActivityHD prompts to confirm that you want to make the payments.

    

14. Click Yes.

    

15. Click Next >>.

    

    At this point, you can double-click a payment in the right pane to drill down to the Payment window, print the Payments Listing, proof the payments for merging, merge the payments, print checks or generate EFT payments and then generate remittance advice, or void payment(s).

16. When you finish viewing or working with the payments, click Finish.

ActivityHD allows you to overpay an invoice so that you can create an unapplied payment on a zero-amount balance.

1. Create and merge a zero-amount invoice.

2. In the Invoices HD view, select the invoice and click . The Pay Invoices wizard starts.

   

3. On the Pay tab in the Type field, select how to distribute the net pay amount to the vendor.
4. In the Date field, enter the payment date for the invoice. The payment date is used to calculate the GL posting date.
5. Enter the name of the Batch to use for processing the AP payment.
6. In the Bank field, enter the GL account to credit with the net pay amount.
7. In the Discount field, enter the GL account to credit with discount amounts.
8. Enter the name of the GL Batch to use when the payment is merged.

9. Click Next >>. The Payment Detail table shows the invoice.

   

10. Mark the Select checkbox. The Gross Pay and Discount fields are enabled.
11. In the Gross Pay field, enter the amount of the unapplied payment.

12. Click Next >>. You are prompted to confirm that you want to create the payment.

    

13. Click Yes. The payment is processed.

14. Click Next >>. You can view the overpayment record.

    

15. Click Finish.

Update Invoice APCodes from Vendors resets APCode information for selected invoices based on current vendor defaults. After you get invoice APCode detail correct, you can run Update Payment APCodes from Invoices to recalculate payment APCodes based on amount paid, discount taken, and invoice APCode detail. Since you have APCode information on individual payments and invoices rather than a lump amount on a single payment, this gives you the detail you need to calculate, reconcile, and audit reported 1099 amounts.

1. In the Navigation pane, highlight the Accounts Payable > Invoices folder.
2. Start the Update Invoice APCodes from Vendors wizard.
   • To update APCodes for all or a filtered subset of invoices:
     1. Right-click the Invoices folder and select Select and Update APCodes from the shortcut menu.

     2. On the Selection tab, define any filters to apply to the invoices.

        

   • To update APCodes for specifically selected invoices:
     1. In the HD view, select the invoices to update. You can use Ctrl and/or Shift selection to select multiple invoices.
     2. Right-click in the HD view and select Update APCodes from the shortcut menu.

3. Select the Options tab.

   

4. In the Update Actions section, mark the checkbox for each action to perform on the invoice APCodes. Your options are:
   • Add APCodes that are on the vendor but not on the invoice. This option is marked by default.
   • Delete APCodes that are on the invoice but not on the vendor
   • Update existing APCode amounts if different than amount of invoice
5. In the APCode Types section, mark the checkbox for each type of APCode to update. Your options are:
   • Update "Payment Reporting" APCodes. This option is marked by default.
   • Update "Payment Withholding" APCodes

6. Click Next >>. ActivityHD prompts you to confirm that you want to update APCodes for the selected invoices.

   

7. Click Yes. ActivityHD updates the APCodes on the invoices and reports its results.

   

8. Click Next >>.

   

   At this point, you can double-click the invoice(s) in the right pane to drill down to the AP Invoice window or you can perform any of the actions represented in the toolbar.

9. When you finish working with the updated invoices, click Finish.

Invoices cannot be voided unless they have been merged (until they are merged, they can simply be deleted). Invoices containing invalid accounts cannot be voided. When an invoice is voided, a new invoice is created with an invoice type of "Void". This invoice reverses the original invoice and the original invoice is marked as "Voided". The reversal invoice is validated and merged immediately in the void process.

1. In the Navigation pane, highlight the Accounts Payable > Invoices folder.
2. Start the Void Invoices wizard.
   • To void all or a filtered subset of invoices:
     1. Right-click the Invoices folder and select Select and Void from the shortcut menu.
     2. On the Selection tab, define any filters to apply to the invoices.

        

   • To void specifically selected invoices:
     1. In the HD view, select the invoices to void. You can use Ctrl and/or Shift selection fo select multiple invoices.
     2. Click .
   • To void a particular invoice from the AP Invoice window:
     1. In the HD view, locate and double-click the invoice to void. The AP Invoice window opens with the invoice loaded.
     2. Click .

   

3. In the Void Batch field, select which batch to process the reversal invoice(s) in. Your options are:
   • Original Invoice Batch. Process the reversal invoice(s) in the same batch as the original invoices were processed in.
   • Specify the batch to process the reversal invoice(s) in. The default batch is the last invoice batch you used.
4. In the Void Date field, select the date to reverse the invoice(s). Your options are:
   • Original Invoice Date
   • Enter the date to reverse the invoice(s).
5. In the GL Batch field, select which GL batch to process the reversal invoice(s) in. Your options are:
   • Original GL Batch
   • Specify the GL batch to process the reversal invoice(s) in. The default GL batch name is the last GL batch you used.
6. In the GL Date field, select the GL date to use on the reversal invoice(s). Your options are:
   • Original GL Date
   • Enter the GL date for the reversal invoice(s).
7. Click Next >>. ActivityHD prompts you to confirm that you want to void the invoice(s).

   

8. Click Yes. ActivityHD voids the invoice(s) and creates the reversal invoice(s).

   

   If problems are encountered during the void process, ActivityHD lists the reasons.

9. Click Next >>.

   

   At this point, you can double-click the reversal invoice(s) in the right pane to drill down to the AP Invoice window or you can print the Invoices Listing for the reversal invoice(s). Remember that ActivityHD automatically validates and merges reversal invoices for you.

10. When you finish viewing or working with the reversal invoice(s), click Finish.