Using Pay When Paids Without SL (Subcontract Ledger)
Step 1: Create AP Transaction or AP Unapproved Invoice
Steps 1-3 may be interchangeable as in some situations a billing might get sent out before the Pay When Paid AP invoice gets entered. After Step 3, the sequence should be maintained.
Step 2: When AP Transaction is Identified as Pay When Paid, Apply PWP Hold Code to Invoice
This step will require knowledge of whether the AP transaction is to be paid when the AR check is received, which in most cases can be determined during AP Invoice Approval in Keystyle. If such a person is not approving invoices in Keystyle or for some other reason this won't work, then another checkpoint to identify the transaction as Pay When Paid is during the meeting with the company and an AP Aging report is being reviewed.
You can assign the PWP Hold Code to a specific invoice by going into the AP Payment Workfile, selecting the appropriate transaction from the Grid, and clicking on Tasks:
Then click Additional Pay Control Functions from the dropdown. Here's what comes up:
We want the first tab that's already selected, the Hold/Release tab. Here we can assign or release a hold code to the entire invoice, or just a chosen lines of the invoice. Most of the time, we'll be applying the PWP hold code to the entire invoice. Simply select the Pay When Paid Hold Code from the Unassigned Hold Codes list and click Update:
Step 3: Create JB Progress Billing and Set Pay Control (using Job/Pay App # as formatting)
When the JB billing has been created and sent to the customer, we must know for which job and what pay application number the billing is (is it the first billing, the second, etc.). We then use this information to add a Trello card to the Pay When Paid column on the company's board, with it containing the progress bill information:
Note: this step is where the manual tracking comes in to play, whereas in the SL Module this process is more automated and Trello isn't required (but still remains an option).
Step 4: Decide which AP Transactions will be paid when check comes in and add in pay control information
This step is similar to Step 2 but yet different. Having this check-in allows the Vista user to ensure all AP correctly gets tagged for Pay When Paid, and the user will also go into each AP Transaction and add in the pay control information. This information must come from either a project manager or an office staff who determine this information, but either way is very important because we will use the pay control to pay all of the Pay When Paid transactions at the same time.
In AP Transaction Entry go to the Payment Overrides tab and enter in the appropriate pay control code, such as this:
Notice how the pay control matches our Trello card above, thus tying out our JB billing with our AP! Save this record and process the batch.
Step 5: Once a week, review checks that have come in and compare to Pay When Paid list on Trello board
This will mostly be a responsibility for those who are involved in cash planning and forecasting. The Trello column will be an important tool to help quickly and efficiently identify check deposits that have cleared the bank and thus are releasing our Pay When Paid AP transactions.
Another valuable resource that is available in Vista is a customized report called '+ AP Transactions by Vendor and Pay Control'. This report will definitely help the cash planners with questions such as: When we receive the check from Customer XYZ, how much of that check can we truly spend? or: For vendor ZYX how much do we have outstanding that is to be paid only when we've been paid?
Step 6: If a match is found, immediately create a payment batch from the pay control
This is a very simple step in the AP Payment Workfile:
Once all of the transactions have been successfully pulled in to a payment batch, let it sit until approval from Step 7.