Enter Payables > Detail tab

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Change to CS Support service hours

Our Support department is closed on Friday, April 28th for a company event. However, limited Accounting CS phone support is available on that date from 9 AM - 5 PM ET due to the approaching deadline for quarterly payroll tax forms.

Links to our most popular payroll tax processing topics are available in the Alerts and notices section on the right side of most pages.

Use the Details tab of the Enter Payables screen to enter detailed information about individual payable and credit memo transactions.

Choose Actions > Enter Payables and then click the Detail tab.

Fields & buttons

The fields that are available vary based on the transaction type. As you enter or modify information in this section, the application updates the corresponding information in the Rapid tab.

  • Temp/Amort

    If you set up amortization schedules for one or more vendors in the Setup > Vendors > Distributions tab, the drop-down list will include those schedules. When you select a schedule, the application automatically enters information in the Vendor ID, Vendor name, Amount, Date, Due date, and Address fields. It also enters information for the principal and interest portions of the payment in the Distributions tab.

    If you set up payable or credit memo transaction templates in the Setup > Payable Templates screen, the drop-down list will include all templates that were set up with an On demand frequency.

  • Type. (Required) Select the AP transaction type - Payable or Credit memo.
  • Vendor ID. (Required) The drop-down list includes all 1099 and trade vendors that are set up in the Setup > Vendors screen. When you select a vendor, the application automatically enters the corresponding name in the Vendor name field.

    Note: To use the same vendor as the last saved transaction, press TAB (or ENTER, if you marked the Use Enter key to move between fields checkbox in the Setup > User Preferences dialog) without selecting a vendor.

  • Journal. Select the appropriate journal for this transaction.
  • Posting period. (Required) Select the appropriate posting period. The drop-down list includes all periods for the current year and the next year.
  • Vendor name. If the vendor was set up in the Setup > Vendors screen, the application enters the vendor name in this field.
  • Date. (Required) Enter the transaction date.
  • Reference. Enter the reference to use for the transaction (up to 16 alphanumeric characters).
  • Amount. Enter the transaction amount.
  • Address (payables only). By default, the application uses the address type for which the Mailing address checkbox is marked in the Main tab of the Setup > Vendors screen.
  • Due date (payable liability only). (Required) The application automatically calculates the due date based on the payment term selected. If a payment term is not selected, the application uses the transaction date.
  • Payment term (payables only) . If applicable, select a payment term for this transaction. The drop-down list includes all payment terms set up in the Setup > Firm Information > Payment Terms screen.
  • PO # (payables only). Enter a PO number (up to 16 characters) to use as the PO number for this transaction.
  • Discount exp (payables only). (Required) This field is available only if the Allow purchase discount checkbox is marked for this client in the Setup > Clients > Accounts Payable tab. Enter the discount expiration date for the transaction. If you select a payment term, the application automatically enters the date for you, but you can override that amount if necessary.
  • Non disc amt (payables only). This field is available only if the Allow purchase discount checkbox is marked for this client in the Setup > Clients > Accounts Payable tab. If a portion of the payable is not subject to a discount, enter that amount here.
  • Discount amount (payables only). This field is available only if the Allow purchase discount checkbox is marked for this client in the Setup > Clients > Accounts Payable tab. Enter the discount amount. If you select a payment term, the application automatically enters the discount amount for you, but you can override the amount if necessary.
  • AP account. Select the applicable GL account for this transaction.
  • Memo. Enter the text (up to 240 characters) to display on the Memo line of the check stub for this payable.
  • Distributions tab. Distribute the payable to multiple accounts by selecting the applicable accounts and entering the distribution amounts and discounts.
  • Notes tab. Enter any notes about this transaction.If you enter any notes, the application displays a Note icon on the Rapid tab.

The grid lists all payments and credit memos that have been applied to the selected payable or all payables that have been applied to the selected credit memo. You can unapply any applied items from this transaction by marking the checkbox for the item to unapply and clicking the Unapply Selected button.

All of the fields in this grid except the Posting Period are read-only, but you can click the Ellipsis button button for any applied transaction to open the Applied Payment/Payable Distributions dialog, where you can view detailed information about the distribution of the applied transaction and select a different posting period and journal.

The fields in this section vary based on the transaction type (payable or credit memo) selected.

  • Payable / Credit Memo total. Displays the total transaction amount.
  • Payments applied / Applied payables. For payables, it displays the total payment amounts that have been applied to this payable. For credit memos, it displays the total payable amounts that have been applied to the credit memo.
  • Discounts taken (payables only). This field is available only if the Allow purchase discount checkbox is marked for this client in the Setup > Clients > Accounts Payable tab. The field displays the discount amount applied to this payable transaction.
  • Gross open balance. Displays the open balance for this transaction.
  • Discounts remaining (payables only). This field is available only if the Allow purchase discount checkbox is marked for this client in the Setup > Clients > Accounts Payable tab. If you did not apply the entire discount to the transaction, this field displays the balance of the discount that is still available.
  • Net open balance (payables only). This field is available only if the Allow purchase discount checkbox is marked for this client in the Setup > Clients > Accounts Payable tab. The field displays the open balance for this transaction, taking into account the remaining discounts.
  • Expiration (payables only). This field is available only if the Allow purchase discount checkbox is marked for this client in the Setup > Clients > Accounts Payable tab. The field displays the discount expiration date.
  • Due date (payables only). Displays the due date for this payable transaction.

Related topics

Using the Detail tab of the Enter Payables screen to enter payables and credit memos

Unapplying AP payables and payments

Searching and filtering data

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