Issue/Symptom/Question

How does the AP Manual Payment screen work?

How do I record ACH Debit and ACH Credit in PENTA?

What is the AP Manual Payment Entry process used for? 

Applies To

PFW PENTA

Accounts Payable

AP Manual Payment window

Resolution/Fix/Answer

PURPOSE

This screen is used to record AP Payments that are made outside of PENTA like an online payment or from a check not created in PENTA.

Depending on what you want to do you, you have the ability to record the entire payment even if the invoice is not in PENTA or offset it to an open AP invoice with that payment

SCREEN FUNCTIONALITY

Batch Total - purpose is to record the total of all the AP invoice payments processed outside of PENTA as of a certain date. This can be for a single payment or a batch of payments. It is recommended to use a different Batch Id than what the user might be currently using in the Invoice & Credit Memo screen as they could conflict in PENTA for that user if still undistributed.

Document - purpose is to record the cash account side of the transaction - typically the credit side. The payment can be linked to either a Vendor or Employee and an Invoice # and Invoice Date.

The Check Form section can be used in multiple ways:

• • Enter from the drop-down list a standard Check Form Id and Cash Account # which will link to the proper OU & GL accounts and Bank Accounts the payment is made from. To use this Cash Account #, you must have set up Check/Ref #’s in the Bank Account screen in the Pre-Numbered Checks section for manual check #’s created outside of PENTA
  • Optionally enter WIRE as the Check Form Id if you want to record specific online payments against a preset list of Check/Ref #’s set up in the Bank Account screen in the Pre-Numbered Checks section for manual check #’s created outside of PENTA

• • Enter CASH as the Check Form Id if you don’t want to track against preset Check/Ref #’s set up in the Bank Account screen

Enter in the Check Amount field the amount of the check including any calculated Sales Tax based on the distribution amounts entered on each tab

Enter in the Prorate for Pg 3-7 field the amount of the Discount that will be prorated across the following distribution tabs - from the PO Distribution tab through the Work Order Distribution tabs, not including Open Payables or Employee Receivables. The amount of the Discount should be added to the Amounts in those tabs to account for the Discount.

Enter in the Balance for Pg 8 & 9 field the amount of the Discount taken on the Open Payables or Employee Receivables tab. The Discount amount would be added to the Payment Amounts. NOTE: Employee Receivable amounts are entered as negatives on this tab.

Enter in the Week Ending Date field the date the Employee received a cash advance that was paid with a check outside of PENTA. An Employee Vendor/Customer would have been set up and the receivable recorded with the Week End Date in the Invoice & Credit Memo entry screen.

Use the Invoice Type field to categorize the Invoice as being one of the following types:

• • FRT – Invoices for a purchase’s freight transportation are received separate from the vendor invoices. This is primarily for purchase order distributions. By using invoice type FRT, you can enter the invoice from the transportation’s vendor against the same purchase order—even though it is from a vendor that is not on the purchase order.

• • LOG – Invoices posted without actual distribution information or incomplete distribution information.

• • REG – Invoices with no special conditions. This is the default invoice type.

• • TAX – Invoices for tax amounts only.

Open the Tax Exemption window to flag the entire Invoice as Tax Exempt if applicable

PO Distribution - purpose is to record an open invoice against a Purchase Order.

Enter the Purchase Order OU Id, the Purchase Order #, and the Purchase Order Line # you want to pay against

If the Invoice pays off an entire PO Line #, optionally enter a 'C' to close the Purchase Order Line in the Status (A/C) field

Enter the Invoice # from the Vendor invoice as well as the Invoice Date

Enter the number of Units and Unit Price and/or Total Amount for each Purchase Order Line # on the Invoice

Optionally click on the Review or Change Cost Distribution button to change the Job/Cost Type or Costcode, the OU and Account, or the Asset Id and Expense Category from what was on the PO Line. You can also link this to a billing Contract Line or Job Change Request Id from within the Line Item/Change Order Distribution button within this window 

Click on the Stored Materials button to adjust stored materials for the job associated with the current purchase order line item. Your entries appear on future AR AIA Billings

If the Purchase Order is a 'Blanket Type', click on the BLKT Distry Entry button to identify the distributions you want to charge for the invoice

Click on the Tax Exemption button to enter the Tax Exempt Reason Code and Tax Exempt Certificate if the distribution is not taxable. You can also use this pop-up window to review the tax jurisdiction list if the distribution is taxable

SC Distribution - purpose is to record an open invoice against a Job Subcontract.

Enter the Job Id, the Subcontract #, and the Subcontract Line # you want to pay against

Enter the Invoice # from the Vendor invoice as well as the Invoice Date

If the Invoice pays off an entire Subcontract Line #, optionally enter a 'C' to close the Line in the Status (A/C) field

Enter the Total Amount and/or Units and Unit Price for each Subcontract Line # on the Invoice

Click on the Stored Materials button to adjust stored materials for the job associated with the current Subcontract line item. Your entries appear on future AR AIA Billings

Click on the Line/CO Distr button to link this entry to a billing Contract Line or Job Change Request Id  

Job Distribution - purpose is to record an open invoice against a Job.

Enter the Job Id, the Cost Type, and the Costcode you want to pay against

Enter the Invoice # from the Vendor invoice as well as the Invoice Date

Optionally enter an Item # if the cost is associated with a specific tag number (e.g., serial number, lot number, etc.)

Enter a Description of the charge to this Job/Cost Type/Costcode 

Enter the Distribution Amount of the charge to this Job/Cost Type/Costcode

Click on the Stored Materials button to adjust stored materials for the job associated with the current Job/Cost Type/Costcode. Your entries appear on future AR AIA Billings.

Click on the Line Item/CO Distr button to link this entry to a billing Contract Line or Job Change Request Id  

Click on the Tax Exmptn button to enter the Tax Exempt Reason Code and Tax Exempt Certificate if the distribution is not taxable. You can also use this pop-up window to review the tax jurisdiction list if the distribution is taxable

Account Distribution - purpose is to record an open invoice against an Account.

Enter the OU Id and the general ledger Account # you want to pay against. If an AP Edit Rule account is selected you will then need to select the Form Id for that Account. If a CASH Edit Rule account is selected then you will need to enter the Cash Account # for this transaction.

Enter the Invoice # from the Vendor invoice as well as the Invoice Date

Enter a Description of the charge to this OU/Account 

Enter the Distribution Amt of the charge to this OU/Account 

If the Account # entered was an Employee Receivables account then enter the Employee/Customer Id in the Customer Id field

If entering for an Employee Receivable, enter the Week End Date the payment is for and optionally enter a Reference Job Id related to this payment

Click on the Tax Exemption button to enter the Tax Exempt Reason Code and Tax Exempt Certificate if the distribution is not taxable. You can also use this pop-up window to review the tax jurisdiction list if the distribution is taxable

Asset Distribution - purpose is to record an open invoice against a Fixed Asset Id and Expense Category #

Enter the Asset Id and the Expense Category # linked to this type of expense you want to pay against

Enter the Invoice # from the Vendor invoice as well as the Invoice Date

Enter a Description of the charge to this Fixed Asset/Expense Category # 

Enter the Distribution Amt of the charge to this Fixed Asset/Expense Category # 

Click on the Tax Exemption button to enter the Tax Exempt Reason Code and Tax Exempt Certificate if the distribution is not taxable. You can also use this pop-up window to review the tax jurisdiction list if the distribution is taxable

Work Order Distributions - purpose is to record an open invoice against a Work Order.

Enter the Work Order Id, the Work Order OU Id you want to pay against

Optionally link this entry to a Maintenance Contract Id

Enter a Cost Type for this entry

Optionally link this entry to a Task Id

Enter the Amount of the charge to this Work Order/Cost Type

Optionally link this entry to a Customer Location Code

Optionally link this entry to a Customer Equipment Id

Optionally link this entry to a Fixed Asset Id if doing work on owned equipment

Optionally link this entry to an Expense Category # 

Optionally link this entry to a Maintenance Schedule #

Enter the Invoice # from the Vendor invoice as well as the Invoice Date

Click on the Tax Exemption button to enter the Tax Exempt Reason Code and Tax Exempt Certificate if the distribution is not taxable. You can also use this pop-up window to review the tax jurisdiction list if the distribution is taxable

Optionally link this entry to Customer Reference Codes

Open Payables - purpose is to select open invoices to pay off.

Scroll through the open invoices for this Vendor and enter in the Action Code: 

• • G – Pay in full (gross amount)

• • H – Place on hold

• • N – Pay net of discount

• • P – Make a partial payment

Employee Receivables - purpose is to select open Employee Receivables to clear like a Cash Receipt.

Scroll through the open receivables for this Employee and enter in the Action Code: 

• • G – Pay in full (gross amount)

• • H – Place on hold

• • N – Pay net of discount

• • P – Make a partial payment

Navigate back to the Document tab and arrow down to perform a Document balance check

• If in balance close the window to perform a Batch Total Check and if in balance select Ok to distribute the batch
• If out of balance navigate back to the various tabs and correct the out of balances before distributing the batch