Payment Status Change

Rev 12 Documentation

 

Payment Status Change

 

Introduction

 

Payment Status Change is found on the A/P Data Entry menu, 1-12.  The program allows entry of an invoice, credit or debit memo to make specific changes.  The payment status can be changed.  Payment status is a P to pay by due date or H to put on hold status.  The due date and discount amount can also be changed.  The vendor and control number of the record must be entered. 

 

The program’s screen format has been changed to the standard small letter format.  A change has been made to allow access of a credit or debit memo that is directly applied to an invoice, thus the credit memo has the same control number as the invoice.  Vendor alpha search has been added.

 

Enter Data

 

Vendor No.

 

 2/19/96             Invoice Payment Modification                      8:59:24 

                                                                               

Vendor No.                                                                     

                                                                                

 Voucher TAC  Invoice No.         P P  Inv.  Due                            Disc

   No.                            C P  Date  Date  Amount    Paid Balance    Amt

 

Enter the vendor number assigned to the invoice that is being changed.  If at least 1 alpha character or a number greater than 8 digits is entered the program performs an alpha search on the vendor name.  You may enter up to 25 alphanumeric characters.  Invalid Vendor # appears when an invalid vendor is input.  Enter END to exit the program.  The vendor’s name appears after entry of a valid vendor.  (8 Digits)

 

Voucher No.

 

In order to access the correct record you must enter the voucher control number that is assigned to the invoice or credit or debit memo.  If incorrect input is entered the message Invoice Not Found appears.  The cursor returns for reinput.  Enter END, TOT or ERROR to exit the prompt and return to Vendor No.  (8 Digits)

Payment Status Change  (Cont’d)

 

 

Enter Data  (Cont’d)

 

After input of the control number, the information from the invoice displays.  The current invoice and due dates display.  The invoice number, type, amount, discount amount, amount paid and balance also appear.  If there has been a partial payment a Y appears under the PP column.  The cursor is at the following prompt.

 

PC

 

 2/19/96             Invoice Payment Modification                      9:11:09 

                                                                               

Vendor No. 8         PAUL'S PRETTY GOOD PC'S                                    

                                                                               

 Voucher TAC  Invoice No.         P P  Inv.  Due                            Disc

   No.                            C P  Date  Date  Amount    Paid Balance    Amt

                                                                               

   19143 INV DS12502              P    1/25  2/05   51.50           51.50   1.03

                                                                                

                                                                               

                                                                               

                                                                               

H=Hold  N=Next Record  P=Pay  E=Error (SPACE)=Clear The Field                  

 

This is the current payment status.  There are three possible payment status’s.  A blank, or space in this case, means there is no assigned payment status.  A H for hold means the invoice is on hold and should not be paid until this status is changed.  A P means that the record has been flagged for payment.  This is automatically assigned, when running the Cash Requirements by Due Date report and flagging vouchers for payment by an inputted due date range.  To put a voucher on hold, enter a H.  To flag a voucher for payment by due date, enter a P.  Enter an E to leave the status as is and return to the Voucher No. prompt.  If there is a credit memo directly applied to a displayed invoice, enter a N for next to access the next record with the inputted control number.  This will than access a credit or debit memo that has the same control number.  If there are no more records found with the same control number the message Invoice Not Found appears and the cursor returns to Vendor No.  To remove the current status of H or P enter 1 space bar.  This will set the payment status as blank or no payment status.  (E, P, H, N, or space bar)

 

Payment Status Change  (Cont’d)

 

 

Enter Data  (Cont’d)

 

Due Date

 

 2/19/96             Invoice Payment Modification                     16:25:15 

                                                                               

Vendor No. 8         PAUL'S PRETTY GOOD PC'S                                   

                                                                               

 Voucher TAC  Invoice No.         P P  Inv.  Due                            Disc

   No.                            C P  Date  Date  Amount    Paid Balance    Amt

                                                                                

   19143 INV DS12502                   1/25  2/05   51.50           51.50   1.03

                                            021596                             

                                                                                

                                                                               

Enter Due Date As MM/DD/YY                                                     

 

Enter a new due date if desired.  A carriage return leaves the due date as is.  Enter the date in this format MMDDYY.  If an invalid date is input the prompt Invalid Date --Enter Again appears.  The cursor returns for reinput.  Note, even though the year is not displayed entry of the year is required and is written back to the necessary files.  Changing the due date replaces the due date in all of the A/P files where due date is stored.  (MMDDYY or Carriage Return)

 

Disc Amt

 

 2/19/96             Invoice Payment Modification                     16:25:15 

                                                                               

Vendor No. 8         PAUL'S PRETTY GOOD PC'S                                   

                                                                               

 Voucher TAC  Invoice No.         P P  Inv.  Due                            Disc

   No.                            C P  Date  Date  Amount    Paid Balance    Amt

                                                                               

   19143 INV DS12502                   1/25  2/05   51.50           51.50   1.03

                                             2/15/96                      300  

                                                                               

Enter New Discount Amount                                                       

 

Enter a new discount amount if desired.  A carriage return leaves the discount as is.  Changing the discount amount replaces the discount in all of the open A/P files where discount is stored.  (4 Digits - No Decimal)

 

After entry of the discount the record is redisplayed with the new data.  The cursor returns to Voucher No. for entry of another record or to exit the program.  When the bottom of the screen is reached the prompt Continue With Next Page Y/N appears.  Enter a Y to continue input to that vendor.  Enter a N to return to Vendor No.