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

Method 1: AP Transaction Entry Form

(Use if the original expense month is still open — preferred method)

1. Enter the Invoice

   • Enter the credit/correcting invoice in the AP Transaction Entry form.

2. Add Prepaid Info

   • Go to the Payment Overrides tab.

   • Check Prepaid Transaction.

   • Fill in:

     • Check/Epay# (use a number below current AP check range)

     • Paid Date and Paid Month (must match the batch month)

3. Save & Process

   • Click Yes on the popup to open AP Batch Selection.

   • Select the same expense month as the original transaction.

4. Update & Post

   • Open AP Prepaid Process Form, click Update to pull the transaction.

   • If correct, click Post to complete.

Method 2: AP Payment Posting Form

(Use if the original expense month is closed — Vista 2020 R2 and below)

1. Find Original Info

   • Get original expense month & AP transaction number (use AP Vendor Drilldown report).

2. Open AP Payment Posting Form

   • Select the batch month.

   • In Seq#, enter + or N to create a new sequence.

3. Initialize Payment

   • Enter original expense month and AP Trans# for the negative transaction.

   • Click Initialize.

4. Set Check Info

   • Change Check Type to M – Manual.

   • Enter:

     • CM Ref# (manual check number, below current AP range)

     • CM Seq# (usually 0)

     • Paid Date (must match batch month)

5. Save & Post

   • If CM Ref# is already used, pick a different CM Seq# (1, 2, 3, etc.) and retry.

Key Notes:

• Method 1 is preferred if the month is open.

• Method 2 is for closed months only.

• Paid Date and Paid Month must always match the batch month.

• Manual check numbers must not conflict with existing AP checks.