Overview 

Use this procedure to pay a Payable in full or in part, for example when you're ready to send payment for a Purchase Order or Expense Report that has already been recorded as a Payable. This article assumes the Payable already exists; Payables can also be set up to recur automatically (see Recurring Payables).

Create a Single or Partial Payment Payable

1. Navigate to Accounting Home and click the Create Entries tab. Then, under the Expenses menu, click Payables.
   Note: You can also access the payable directly from the Vendor account.
   
2. Select a list view (other than Recently Viewed). 
3. Select the Payable for which you want to create a Payment. 
4. Click the Pay button.
   Note: If the Payable is on hold, a message displays to indicate that the Payable cannot be paid. For more information, refer to the On Hold Payables article.
   
   
   
5. (Optional) If you would like to associate this with an already created Cash Disbursement Batch, then select that batch.
6. (Optional) Adjust/Enter the Discount Amount.
   Note: If a Discount Amount is applicable, it will be automatically calculated and displayed in this screen based upon the information entered on the Account record. The Discount Amount field will be editable if no payments or cash applications have been made and the Payable is eligible for a discount. Additionally, the Discount Amount field will also be editable if a partial Credit Memo has been applied, but no payments have been made (the Credit Memo Application Amount is greater than zero and the Balance is greater than zero and the Already Paid Amount is equal to zero).
   
7. Adjust the Amount to Pay, as necessary and verify the Date, Bank Account, and Type.
   Important: When using AP Automation Payment Services with Repay, Payment Services must be selected as the Type.
   Note:  If the check type is selected, the starting check number automatically populates based upon the highest check number recorded against the Bank GL Account. If the Payee is a 1099 Vendor, the 1099 information defaults from the Account or Contact record. From the Partial Pay intermediate screen, the Form 1099 Type and Form 1099 Box can be updated, if necessary.
   
8. Confirm the Bank Account the payment will be made from. By default, this populates with the Bank GL Account set on the Ledger. To disable the Bank Account field default, follow the steps here.
9. If a Debit GL Account field displays under the Bank Account field, confirm or update the GL Account that this payment should debit. Warning: Clearing the Debit GL Account field does not leave it blank. If you clear the field and save, the system repopulates it with the Prepaid Expense GL Account default.  Read more about this in the Debit GL Account on Pay screens section below.
10. Complete one of the following methods to process payment:
    • If you want to only create the Cash Disbursement, but not post it (you want to post it later) click the Pay button.
    • Click the Pay & Post button to both create the Cash Disbursement and post to the ledger. This is the recommended process.
      Note: If the default Posting Status on Cash Disbursement records is not “Approved,” the Pay & Post button displays disabled, along with a warning message to indicate the default status must be “Approved” in order to use this button.      
      
11. From the Cash Disbursement batch screen, click the Print Checks button if necessary.  

Note: When the Cash Disbursement is created, clicking the Applied To tab displays the APD (AP Disbursement) record. When the Cash Disbursement Source = Payable, the Applied Date on the APD record is the same as the Cash Disbursement Date, whether the Cash Disbursement Date is in a prior or future Accounting Period. If the Cash Disbursement Source = Manual, the Applied Date on the APD is the date that was manually entered when the Cash Disbursement was created.

Debit GL Account on Pay screens

Note: The Debit GL Account field displays on the Pay and Pay Batch screens (Pay Batch) when either of the following is true:

• The Cash Disbursement Source field on Accounting Settings is set to Manual, or
• The Payable's Ledger has an Accounting Method of Cash. In this case, the field always displays, regardless of the Cash Disbursement Source setting.

If the Cash Disbursement Source is Payable and the Ledger's Accounting Method is Accrual or Accrual and Cash, this field does not display, and the Cash Disbursement automatically debits the AP Control Account. There is no user-selectable option in this case. Cash Disbursement Source and the Prepaid Expense GL Account default are org-wide settings, while Accounting Method is set per Ledger, so whether this field appears (and what it defaults to) can differ from one Payable to the next depending on which Ledger it's on.

When the field does display, it defaults to the GL Account selected in the Prepaid Expense GL Account setting on the Default GL Accounts page. You can select a different GL Account, but not the AP Control Account: selecting it displays a validation error and blocks the save. Note that clearing the Debit GL Account field does not leave it blank, instead the system populates it with the Prepaid Expense GL Account default.

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