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Manual Payments in Microsoft Dynamics GP

by the TrinSoft Dynamics GP Team

 

When recording a manual check/prepaid there are two options:

1.       Invoice is already in the GP payables system and the manual check can be entered and     applied to the open invoice.

2.       Invoice is not in the GP payables system and the manual check is entered into GP first and left as unapplied.  The invoice is entered later and the manual payment then needs to be applied to the open invoice.

 

Option 1: Invoice already in GP

1.       Once logged into GP select the “Purchasing” option on the left navigation bar, then select “Manual Payments” from the Transaction section of the area page.

 

Manual Payment

 

1.       The “Payables Manual Payment Entry” window will open

2.       The Payment Number field will auto populate with the next number

3.       The date will auto populate (change if needed)

4.       Enter a Vendor ID or select the magnifying option magnifying option to select a vendor from the list

5.       Select your Vendor ID and then click the Select button

 

manual payment

 

7.       The Vendor Id will then populate along with the Check Name field

8.       Ensure that “Check” is selected in the Payment Method box

9.       Enter a Checkbook ID or select the  magnifying option to select a checkbook from the available list.

10.     Select the Checkbook ID and then click the Select button.

 

manual payment

 

 

11. The Document No. field will auto populate

12. Enter the amount of the check written in the Amount field

13. Add a comment as to the nature of the payment

 

manual payment

 

14.  Click the “Apply” button to select an invoice to put this payment against.

15.  When the “Apply Payables Documents” window opens you can then select the invoice/invoices that you would like to apply the payment to.

16. To apply against an open invoice put a check mark in the box on the left of the document number and then select OK on the top action bar.

 

manual payment

 

17. Finally, you can select “Post” from the action bar on the Payables Manual Payment Entry window.

 

manual payment

 

 

Option 2: Invoice NOT already in GP

  1. Once logged into GP select the “Purchasing” option on the left navigation bar, then select “Manual Payments” from the Transaction section of the area page.

 

manual payment

 

 

2. The “Payables Manual Payment Entry” window will open

3. The Payment Number field will auto populate with the next number

4. The date will auto populate (change if needed)

5. Enter a Vendor ID or select the magnifying option magnifying option to select a vendor from the list

6. Select your Vendor ID and then click the Select button.

 

manual payment

 

7. The Vendor Id will then populate along with the Check Name field

8. Ensure that “Check” is selected in the Payment Method box

9. Enter a Checkbook ID or select the magnifying option magnifying option to select a checkbook from the available list.

10. Select the Checkbook ID and then click the Select button.

 

manual payment

 

 

11. The Document No. field will auto populate

12. Enter the amount of the check written in the Amount field

13. Add a comment as to the nature of the payment

 

manual payment

 

14. Then select post button  “Post” from the action bar

15. Close the Payables Manual Payment Entry window

16. Select to view the standard reports if desired

17. Once the invoice is entered to relates to the manual payment you will then need to apply the payment.

18. Once logged into GP select the “Purchasing” option on the left navigation bar, then select “Apply Payables Documents” from the Transaction section of the area page.

 

manual payment

 

19. In the “Apply Payables Documents” window enter the Vendor ID or select the lookup.

20. Next Click on the “Document No.” field to find the payment related to the manual payment entered previously.

21. Once the payment is selected you can then choose which invoice to apply the open payment against. (In this example the payment is going to go against invoice 8001 which is for a total of $5,560.34.  Our payment was only for $4,000 so this will leave a remaining balance of $1,560.34 open on the invoice>)

 

manual payment

 

22. Once the selection is made hit the “OK” button on the action bar.

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