Enter Transactions screen - AP payments

Alerts and notices

Use AP payment transactions to record prepayments made to a 1099 vendor or trade vendor.


  • When you press TAB (or ENTER, if you marked the Use Enter key to move between fields checkbox in the System tab of the Setup > User Preferences dialog) in the Reference and ID fields, the application automatically enters the data in those fields from the last saved transaction. If you do not want to repeat the information from the last saved transaction, you can enter or select new information, press CTRL+Spacebar on your keyboard to leave the field blank and move to the next field, or disable the auto-filling behavior by marking the Do not auto-fill values from previous transaction checkbox in the Edit > Options dialog .
  • The application automatically uses the date from the last saved transaction for subsequent transactions, but you can override that date as necessary.

Choose Actions > Enter Transactions, select AP payment from the Type drop-down list.

Tabbed pages in this screen

(Cash-basis clients only) This tab is available if there are any payables applied to this AP payment. The tab displays a summary of the payable application distributions. You cannot modify the information in this tabbed page.

If you selected an accounts payable GL account in the Accounts Payable tab of the Setup > Vendors screen, the application includes a row in this grid for each unique 1099 form/box selection in the Distributions tab of the Setup > Vendors screen and replaces the distribution accounts with that AP account.

If you did not select an accounts payable GL account in the vendor record, the application uses the distributions exactly as they are entered in the Distributions tab of the vendor record.

Note that if you select a GL account that is associated with a bank account, the application will automatically create a corresponding proxy transaction.

This tab displays all payable applications that have been applied to this AP payment. To view detailed distribution information, click the Ellipsis button button in the grid to open the Applied Payable Distributions dialog.

To unapply a payment, mark the checkbox next to the payment to unapply, and then click the Unapply selected button. Note that the application does not actually unapply the payment until you click the Enter button to save the transaction. To cancel the unapply, click Cancel at any time prior to clicking the Enter button.

Enter miscellaneous information that may be helpful when you are reviewing check transactions. If you enter any information in this tab, the application displays an icon in the Notes Note icon column for the transaction.

This tab is available for Payment and AP Payment transactions only. The application displays this tab after you select a vendor for which the Online Bill Pay is selected in the Method field in the Payment Preferences section of the Setup > Vendors > Main tab and then move to the next field.

The read-only grid displays the individual allocations that are transmitted to Kotapay for this payment. Each allocation includes the name of the vendor as designated by Kotapay, the transmission status, and the check number and amount.

  • Not transmitted. The transaction has not yet been transmitted to Kotapay.
  • In transmission. The transaction has been transmitted to Kotapay, but Accounting CS has not yet received a response.

    Note: If the status does not change, it may have encountered an issue during transmission. You can click the Request Status button to see if the transaction was processed successfully or if it failed.

  • Pending. The transaction has been successfully transmitted to Kotapay, but the payment has not yet been processed.
  • Successful. The transaction has been successfully processed, and Kotapay has printed a check or transmitted an ACH file for the payment.
  • Failed. Kotapay was not able to process this transaction. Kotapay will provide an error code that explains the issue.

This is the check number provided by Kotapay. After Kotapay prints a paper check for the vendor payment, it will send the check number to Accounting CS and display it here.

You cannot modify the data in these fields, but you can delete a row in the grid if the payment transaction has not been saved or if the allocation has a status of Not transmitted or Failed. You cannot delete any allocations with a Successful or Pending status.

This tab displays the date and time that an action was taken on the selected AP payment and the ID and name of the staff person who took the action. Recorded events include adding and voiding the transaction.

Fields & buttons

If you set up any transaction templates for AP payments, you can select the applicable template from the drop-down list to have the application enter the default information that is included in the template. You can override any of the default information, as necessary.

Enter a reference number for this payment, if applicable.

(Required) Enter the AP payment date.

A vendor ID is required for AP payment transactions. The ID field includes all 1099 and trade vendors that were set up in the Setup > Vendors screen. When you select a vendor, the application populates the Description field with the vendor name.

An amount is required, although you do not need to enter it yourself. If you do not enter an amount, the application sums the distribution amounts and enters that number in the Amount field.

Related topics

Entering or modifying accounting transactions

Managing online vendor payments

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