Add Vendor Pay Screen

Note: The screenshot below shows the Vendor Payment Edit window. The Vendor Payment Add window is identical except for the Title bar.

Click here to return to the Add Vendor Pay main topic page.

Total Pay Amount Sales Tax Amount Grand Total Amount	Total Pay Amount: Displays the sum of the Pay Amounts (see Pay Amt column in the Payment Distribution gird) for all selected transactions. This does NOT include any Sales Tax Amount. This field is calculated automatically as you select/deselect transactions and cannot be edited directly. Sales Tax Amount: Optional. Enter any sales tax associated with this vendor payment (normally this is listed on the invoice that the vendor sends you). Grand Total Amount: Displays the sum of the Total Pay Amount and the Sales Tax Amount. This field is calculated automatically as you add sales tax and select/deselect transactions. This field cannot be edited directly.

Vendor Invoice # Vendor Pay Note	Vendor Invoice #: Optional. Enter the number listed on the invoice sent to you from the vendor. Vendor Pay Note: Optional. Enter any information relevant to this payment. This note displays on the Vendor paycheck stub.

Individual Check	When this box is checked, the transactions selected will be paid on a separate check from any other payments made to this vendor. This is useful if you want to pay a vendor separately per company.

Vendor Name Vendor ID Vendor Bill # Company Name Company ID Company Invoice #	In the Look Up area, use any one of the six criteria to find the vendor you want to pay: In the Vendor Name field, use to find a vendor using the Vendor Look Up wizard OR In the Vendor ID field, enter the ID number (assigned when the Vendor is added) of the vendor OR In the Vendor Bill # field, enter the bill # (assigned when the secondary sourcing timesheet is posted) OR In the Company Name field, use to find a company using the Company Look Up wizard (NOTE: If there are timesheets from multiple vendors associated with the company, a window will display listing all associated vendors and allowing you to select one) OR In the Company ID field, enter the ID number (assigned when the Company is added) of the company (NOTE: If there are timesheets from multiple vendors associated with the company, a window will display listing all associated vendors and allowing you to select one) OR In the Company Invoice # field, enter the invoice # (assigned when billing is processed and updated)

Select All Clear All	Click the Select All button to select all listed transactions (a check will display in the box in the Select column). Click the Clear All button to deselect all listed transactions (all boxes in the Select column will be empty)

Vendor Name	Displays the vendor name for which transactions are listed in the Payment Distribution grid. You may not edit this field directly, but it will update when you perform another look up.

Show paid in full only	When this box is checked, only those timesheet transactions that have been billed and paid in full (invoice balance is zero) by your customer (the company) will display. When unchecked, all unpaid timesheet transactions for this vendor will display (whether paid in full or not). The box is checked by default. Clicking in the box toggles it between checked and unchecked.

Payment Distribution grid	Displays all unpaid secondary source timesheets that match the criteria entered in the Look Up area (and match the batch corporation information). Additionally, if the "Show paid in full only" box is checked, the grid will show only those transactions that have been billed and paid in full by your customer (the company). The following columns are listed in the grid: Select: If the box is checked, then this transaction is selected for payment. If the box is empty, the transaction has not been selected for payment. You can click on the box to toggle it between checked and unchecked. Company: The Company associated with this Secondary Source transaction. Invoice #: This is the Company invoice number (assigned when billing is processed and updated) Invoice Bal: This is the current invoice balance for the Company. If this field shows 0.00, either the invoice has been paid in full or the invoice has not yet been generated. Orig Bal: This was the original invoice balance for the Company. If this field shows 0.00, the invoice has not yet been generated. Employee: The Employee associated with this Secondary Source transaction. WP Ending: Work period ending on the Secondary Source timesheet. Pay Amt: Amount to be paid to the Vendor for this transaction. Selecting this transaction to be paid will add the Pay Amt to the Total Pay and Grand Total Amounts. Vendor Bill #: The Vendor bill number (assigned when the secondary source timesheet is posted). Once you tab out of one of the Look Up fields (or if you click in a different field), the system searches for unpaid secondary source timesheets that match the criteria entered (and match the batch corporation information). The system defaults to showing only those timesheets which have been billed and paid (invoice balance is 0). If you would rather see all timesheets, uncheck the Show paid in full only field. Search results are displayed in the Payment Distribution area by transaction date (oldest to newest) and the Vendor's name displays in the Vendor Name field. By default, all items are selected for payment. NOTE: You may not enter a partial payment for any item. However, you can edit this by: Clicking the checkbox in the Select column to select/deselect it Clicking the Select All button to select all listed items Clicking the Clear All button to deselect all listed items

Total Selected Total Unselected	Total Selected displays the total number of transactions selected for payment. Total Unselected displays the total number of transactions that have not been selected for payment.

Entered By	Information about the staffing service rep that originally entered the information on this window.

Delete	This button is initially disabled when adding a Vendor Pay transaction. However, if you return to edit the transaction, you can use this button to delete it.

Movement Buttons	moves you to the first vendor pay record in the batch. moves you to the previous vendor pay record in the batch. moves you to the next vendor pay record in the batch. moves you to the last vendor pay record in the batch. saves the current record, but keeps the current vendor active (useful if you are creating different individual checks for the same vendor). saves the current record and displays a blank Vendor Payment Add window, allowing you to look up a different vendor to pay.

Status Bar	These fields display information once a vendor payment has been saved. From left to right, these four uneditable fields display: Batch Status: Displays the current batch status (Available for Entry, In Use, Selected for Proofing, Proofed, Selected for Posting, or Posted). Modified Date/Time: Displays the last date and time that the vendor payment was modified. Corporation: Displays the corporation associated with the vendor pay batch. Posting Status: Displays the current posting status of the batch.