Entries — Overview

Used to enter checks that are not tied to an operational file such as rent, utilities, insurance, or administrative expenses.

• Bank Number / Company
• Check Number & Date
• Vendor
• Invoice lines with G/L account distribution

These checks post directly to G/L accounts without file references.

Used when a check must be entered manually but is tied to operational files (e.g., carrier payments, agent charges).

• File number driven distribution
• Reference numbers retained for audit
• Supports multiple lines per file

Creates a request for payment tied to one or more operational files. These requests are later scheduled and paid through the Scheduling & Payment process.

• Does not print a check
• Creates AP liability
• Supports file-based accounting

Reverses a previously issued check while preserving a full audit trail.

• Requires bank and check number
• Creates offsetting AP entries
• Use when check was issued incorrectly

Removes a check record from the system. This option should be used sparingly and only when authorized.

Unlike Void, this eliminates the check entry entirely.

Corrects check number sequencing when checks printed correctly but the wrong starting number was entered.

• Requires contiguous sequence
• Updates system references only
• Does not reprint checks

Voids an AP invoice and reverses its financial impact.

• Requires invoice number and vendor
• Void date drives accounting period
• Maintains audit trail

Adjusts invoice balances to zero based on defined criteria such as date and maximum amount.

Commonly used for write-offs, rounding cleanup, or closing small balances.

Applies a vendor credit memo to one or more open invoices.

• Select credit item
• Select invoice
• Enter applied amount

Vendor’s Invoice Reconciliation is used to transfer invoices from one vendor to another, or from one reference number to another. This is typically used to correct vendor assignment errors, consolidate invoices, or reverse a previous transfer that was performed in error.

Purpose

• Move invoices from one vendor to another vendor.
• Reassign invoices between reference numbers.
• Reverse a previously executed vendor transfer.

Fields

• Company Number — company/entity where the invoices exist.
• From Vendor — vendor currently associated with the invoices.
• From Ref# (All) — reference number to transfer from, or All.
• To Vendor — destination vendor.
• To Ref No — destination reference number.
• Transfer Date — effective date of the transfer.
• (N)ew transfer / (R)ev last Xfer —
  • N — performs a new transfer of invoices.
  • R — reverses the most recent transfer.

The Batch Credit/Debit Application utility automatically matches and applies open debits and credits using selection criteria. It can be used to perform vendor reconciliation by applying credits to related debits (often based on file number / relationships) within a threshold amount.

Fields

• Enter Ending Date — only items on or before this date are considered.
• Department# or (A)ll — limit to one department or process all.
• Vendor or (A)ll — limit to one vendor or process all.
• Application Date — date used for the credit/debit application posting.
• Threshold Amount — maximum amount allowed for auto-application grouping.
• Match Vendors (Y/N) — controls whether matching is limited to the same vendor.
• Print Report (Y/N) — print or generate a report of applications performed.

Use Un-Mark Statements to remove the paid flag from a statement that was marked as a direct payment and return it to an unpaid status. This is typically used when a statement was paid outside the normal process and must be reopened for correction.

Fields

• Statement Number — enter the statement number you want to reopen.

Use Overhead Invoice Entry to enter vendor invoices that are not tied to an operational file (overhead costs such as rent, utilities, subscriptions, insurance, etc.). This screen records the invoice and distributes it to one or more G/L Accounts.

Fields

• Company Number — company/entity you are entering the invoice for.
• Vendor Name — vendor to be paid.
• Invoice Number — vendor’s invoice identifier (critical for duplicate prevention).
• Accounting Date — posting date / period control (often drives month-end).
• Vendor’s Inv Date — vendor’s invoice date for reference/audit.
• Invoice Amount — invoice total amount.
• PO Number — optional reference.
• Sched Date / Sched Amt — optional scheduling fields used for payment planning.
• Remarks — notes for audit trail.
• Line Distribution — G/L Acct #, Description, Amount (supports multi-line splits).

The Re-Occurring Invoice Entry process is used to manage invoices that repeat regularly (monthly, quarterly, etc.). This menu groups the recurring workflow into three steps.

Menu Options

• Invoice Entry/Update — enter recurring invoices into a batch.
• Print Proof Report — review the batch before posting/merging.
• Merge Invoices — merges the recurring batch into A/P for payment processing.

Use this screen to enter or update recurring overhead invoices inside a batch. Each batch can hold one or many invoices. After entry, you typically print a proof report and then merge the batch into A/P.

Fields

• Company Number — company/entity.
• Batch Number — batch identifier used to group recurring invoices.
• Vendor Name — vendor for the recurring invoice.
• Invoice Number — the invoice identifier (often templated or cycle-based).
• Invoice Date — invoice date (vendor-facing).
• Accounting Date — posting date / period control.
• Invoice Amount — total amount.
• PO Number — optional.
• Sched Date / Sched Amt — optional scheduling fields.
• Remarks — internal notes.
• Distribution Lines — G/L Acct #, Description, Amount.

Use Unposted Re-Occurring Invoices to filter and review recurring invoices that are still in batch form (not merged/posted into A/P). This is commonly used for audit review or to confirm which batches are pending.

Fields

• Company Number — company/entity.
• Batch # (ALL) — enter a batch number to narrow results, or leave as ALL to review everything.

Use this screen before merging to ensure you’re working with the correct batch and period.

This process merges recurring invoice batches into the A/P system so they become available for scheduling and payment. The warning on this screen is important: once merged/posted, changes are usually restricted and must be handled using void/adjustment utilities.

Fields

• Company Number — company/entity.
• Batch Number — the batch to merge.
• Merge Date — posting/merge date (controls period and aging behavior).