There are 2 options for doing this:
1) When entering the credit /correcting invoice in AP transaction Entry form fill in the prepaid information found on the Payments override tab.
2) Use the AP Payment Posting form to issue a manual check.
Method 1 - AP transaction Entry form Typically you would fill in the Prepaid Info when entering the invoice into AP, but you can add this after the transaction has been posted if the original expense month is still open.
Once you have entered the transaction and saved:
1) Click on the Payment overrides tab.
check the Prepaid Transaction check box.
This will activate the Check/Epay#, Paid Date, and Paid month fields.
NOTE: Use a check number below your current AP checks number series to avoid causing a conflict with the beginning check number default. The paid date/paid month has to be in the same month as the batch month (in our sample 2/20.)
2) save and process the batch.
Once the batch has posted you will get a popup message:
3) Click YES
This will open a new AP Batch Selection form - use the same expense month as the original transaction and payment (in our sample this is 2/20)
4) Once the AP Prepaid Process form opens click the "Update" button to pull in your transaction.
5) If all looks correct - Click the "Post" button.
this will open the AP Batch Processing from so you can finish posting the batch.
Method 2 - AP Payment Posting form: This is a good option if the original expense month is closed so you cannot fill in the prepaid info.
Before starting you will need the original expense month and AP Transaction number. This can be found using the AP Vendor Drilldown report.
1) Open the AP Payment Posting form selecting the batch month you want the payment posted in.
2) Your curser will default in the Seq# field using a + or N to create a new sequence and tab out of the field.
In the Initialize New Payment section use the F4 lookup or manually enter the original expense month in the month field and the transaction number in the AP Trans: field.
3) Then click the Initialize button to pull the credit/negative transaction.
4) If all looks correct change the "Check Type" to M-Manual and fill in the CM Ref#, CM Seq# (typically 0) and Paid date fields.
NOTE: Use a check number below your current AP checks number series to avoid casing a conflict with the beginning check number default. The paid date has to be in the same month as the batch month (in our sample 2/20.)
5) Save and post the batch
NOTE: This option is only available in Vista Version 2020 R2 and below If using a check number that has already been issued you will get a popup message when you enter the number into the CM Ref# field.
Close the message an apply a CM Seq# other than 0 (this is the default assigned to all check numbers in Vista) Typically this will be a 1 (same as in our sample) but can be a 2 or 3 etc.
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