Enter Transactions screen - Payments

Alerts and notices

Use Payment type transactions to record vendor and payee payments for your client.


  • 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, ID, and Description 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 Payment from the Type drop-down list.

Tabbed pages in this screen

Use this tab to distribute the payment to one or more accounts. Note that if you select a GL account that is associated with a bank account, the application will automatically create a corresponding proxy transaction.

Enter miscellaneous information about the payment that may be helpful when you are reviewing payment 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 transmission status and the check number of the individual allocation that is transmitted to Kotapay for this payment.

  • 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.

Note: By default, Kotapay assigns a starting check number of 10,000. To request a different starting check number, you must contact Kotapay at 866.431.9926.

You cannot modify the data in these fields, but you can delete the allocation 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. After you delete the allocation row, the payment will no longer be available in the Process Online Bill Payments screen.

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

Fields & buttons

If you set up any transaction templates or amortization schedules for 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 payment reference for this transaction.

(Required) Enter the payment date.

Select the ID for the party who will receive the payment. The application automatically enters the corresponding description.

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 this field.

Related topics

Entering or modifying accounting transactions

Managing online vendor payments

Setting up and using transaction templates

Setting up amortization schedules

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