This is done when a check is written outside of the COINS system and the invoice needs to be marked as paid in the system.
Go to Accounts Payable > Payments > Manual Payments. Add a new batch.
Figure 1: Add a Batch
2. Verify the Fiscal Period and Transaction Date are correct and fill out the optional Description, then click Save.
Figure 2: Enter and Save Batch
3. At the Payments screen, Add a new transaction to the batch. Fill in Supplier Account, Check Number, Bank, Pay Date, and Amount. The check number can be used for any identifying information, like an electronic transfer confirmation number.
Figure 3: Add a Transaction
4. Then Save the line.
Figure 4: Save the Transaction
5. After saving the line, go to the To Allocate tab
Figure 5: Allocate the Transaction
6. If you want to Fully Pay the invoice: select the line and using the action bar click Pay Invoice.
Figure 6: Fully Pay Invoice
7. If you want to Partially Pay an invoice: open the invoice you want to partially pay. Then enter the amount you want to pay in the amount paid field. Then Save the line.
Figure 7: Partially Pay Invoice
8. Check the top of the page to see if you have fully allocated the payment.
Note: You can post even if there is an unallocated amount, but some people do not want to allow this. (Anything not allocated to an invoice will go the “unallocated” GL account defined in the AP module configuration page). Unallocated cash shows on the AP aging report and can be allocated to an invoice at a future time using “Apply Unallocated Cash” function in AP.
Figure 8: Check Payment is Allocated
9. Once the Invoices have been Selected for Payment, click Next.
Figure 9: Select Invoice for Payment
10. Select the line and using the action bar, Post the batch to complete the transaction. Click on print icon in the upper right corner to see the transaction that were completed and posted.
Figure 10: Post the Batch
