Path: Accounting > Accounts Payable Invoice > AP Payment
The AP Payment window tracks payment of debts for the following transactions:
- Purchase Orders
- Project Requisitions
- Utility Tickets
- Work Orders
The invoices tracked depend on selections made for your organization’s Client Info / Preferences. Transactions allowed for payments have some restrictions. Only chargeable Project Requisitions are eligible. Utility Tickets must be chargeable and the meter must be Master or Standard. Purchase orders must be matched or match overridden.
Transactions are filtered by Vendor and authorized by the technician. The Account # is the account used to make payments.
Similar to the A/P Payment Tabs, you can record payments made by check/voucher, credit/debit card, or credit memo. For security reasons, only 12 characters are stored for credit/debit cards. These various options are described in full in the Common Functions document (Help > Help Page / Common Functions).
Partial payments can be added to the Payment column for one or more Detail Lines in the grid. The partial payments must equal the value in the Payment Amount field in the first section of the window. Regardless of the amount you enter in the Payment column, WebTMA automatically adjusts the last payment entered in the grid so the total of the Payment column matches the amount in the Payment Amount field. For example, if the Payment Amount field shows 250, and you enter 50 in the first two lines and then enter 200 in a third line, WebTMA changes the last value from 200 to 150 (50 + 50 + 150 = 250).
If the value in the Payment Amount field is greater than the total of the detail lines, a credit memo is automatically generated by the system for the difference.
Editing AP Payments
Saved records cannot be edited unless they have been cancelled. If a record has not been cancelled previously, it can be cancelled by clicking the Cancel button that displays when you click Edit on the WebTMA toolbar.
Records can only be cancelled if they do not have an applied credit memo. If a credit memo exists and has been applied to a different payment, the second payment must also be cancelled before the record you want to cancel.
Individual lines can also be cancelled. Once the line has been cancelled, the system will total the amounts cancelled and apply a new credit memo to this payment.
How to Add AP Payment
To add AP Payments to this window:
- Complete the upper sections. Note your radio button selection (Check/Voucher, etc.) determines the fields in the middle section.
- Click the Add Detail Line link to open the Purchase Order Entry
- Check the desired invoice types.
- Select a Repair Center to filter results.
- Click the Load Transactions
- Check the desired transaction lines.
- Click the Save button on the popup.
- Click Save on the WebTMA toolbar.
The payment amount must be equal to or greater than the total of the lines on the payment record. Partial payments are not accepted.