[AP] How to issue a manual check for a negative invoice

There are two methods to manually issue a check for a negative invoice:

Method 1: Using the AP Transaction Entry Form

This is the preferred method if the original expense month is still open. The prepaid information can be entered at the time of invoice entry or added after posting.

Steps:

1. Enter the Invoice

   • In the AP Transaction Entry form, enter the credit/correcting invoice.

2. Access the Prepaid Information

   • Click on the Payment Overrides tab.

   • Check the Prepaid Transaction checkbox.

   • This will enable the following fields:

     • Check/Epay#

     • Paid Date

     • Paid Month

3. ⚠️ Important:
   Use a check number below your current AP check number range to avoid conflicts.
   The Paid Date and Paid Month must match the batch month (e.g., 2/20 in this example).

4. Save and Process the Batch

   • Once saved and processed, a popup message will appear.

5. Click “Yes” on the popup

   • This opens the AP Batch Selection form.

   • Use the same expense month as the original transaction (e.g., 2/20).

6. Open the AP Prepaid Process Form

   • Click the “Update” button to pull in your transaction.

7. Post the Batch

   • If everything looks correct, click “Post”.

   • This opens the AP Batch Processing form, where you can complete the posting.

Method 2: Using the AP Payment Posting Form

Use this method if the original expense month is closed and you cannot use the prepaid info method.

You’ll need the original expense month and AP transaction number.
Use the AP Vendor Drilldown report to find this information.

Steps:

1. Open AP Payment Posting Form

   • Select the batch month you want the payment to post in.

2. Initialize a New Sequence

   • Your cursor will default to the Seq# field.

   • Enter + or N to create a new sequence and Tab out.

3. Initialize the Payment

   • In the Initialize New Payment section:

     • Enter the original expense month in the Month field.

     • Enter the AP Trans# from the credit/negative transaction.

   • Click the Initialize button to pull the transaction.

4. Review and Set Check Info

   • If correct, change Check Type to M - Manual.

   • Enter:

     • CM Ref# (manual check number)

     • CM Seq# (usually 0)

     • Paid Date

5. Important:

   • Use a check number below your current AP check number range.

   • The Paid Date must match the batch month (e.g., 2/20).

6. Save and Post the Batch

Additional Notes

• This method is available only in Vista versions 2020 R2 and below.

• If the CM Ref# entered has already been used, you’ll receive a popup error.

  • Close the message and set a different CM Seq# (other than 0).
    Typically use 1, but 2, 3, etc., can also be used.