This window lists all outstanding invoices, credit memos, and prepayments. By selecting check boxes in the Pay column to the right of the window, you are telling Sage 50 which invoices you want to pay. If you have multiple invoices from a single vendor, only one check will be created for the total of the invoices.
- Select the Detail button to display invoice information associated with the selected transaction.
- Select the Report button to print a "pre-check" register that lists all payments that you have currently selected in the window. In other words, this is a list of vendor payments that will be made (checks that will be printed) when you select the Print button. You can use this preview report to examine payment detail, approve selected vendor checks, and prepare the check order before the checks are actually printed and posted.
The Select for Payment option is a two-part process:
- You choose the range of vendors you want to pay at one time. You do this in the Select for Payment--Filter Selection window.
- Once you finish selecting vendors and click OK, the Select for Payment window appears, listing all outstanding invoices for the vendors. The next order of business is to choose which of these invoices you want to pay.
Sage 50 gives you the opportunity to review the information that will appear on forms before you print them. The Print button in the toolbar of Select for Payment gives you the following two options: Select Preview to look over a paycheck before printing; when you're ready, select Print for a hard copy of the check.
If you see the word Uncalculated in the Balance After Checks field of the window, then the Recalculate cash balance automatically in Receipts and Payments in Maintain Global Options is currently not selected. However, you can manually update cash balance; click the link to find out how.
The Select for Payment window contains the following fields:
Check Date: This displays the date entered on the previous Select for Payment filter window. This is the date that will print on checks created by this process. You can change the date if needed by clicking the Select button and then editing the Check Date field of the filter window.
Cash Acct.: This is the account from which you want to write checks.
Discount Acct.: This is the account in which the discount will be applied.
Payment Method: Select the way you'll be paying the invoices you select, for example, Check. Payment methods are set up in Vendor Defaults. If this is an electronic payment, the payment method will automatically be set to Electronic unless you have deleted that payment method.
Sort by: Select from three possible options: by Invoice Date, by Due Date, or by Vendor.
Inv. Date: This is the date the invoice, credit memo, or prepayment was created. You cannot edit this field.
Due Date: This is the due date of the invoice, credit memo, or prepayment. You cannot edit this field.
Vendor Name: This is the name of the vendor who sent the invoice. You cannot edit this field.
Invoice #: This is the invoice number. You cannot edit this field.
Balance: If you have not made any payments on the invoice, this shows the original invoice amount. If you have made payments, this shows the remaining balance. You cannot edit this field.
Discount Amt: This number is defaulted from the invoice. If you decide to edit this, the invoice does not get updated.
Pay Amount: If you change the discount amount, this number is updated. You cannot enter an amount greater than the invoice.
Pay: Select this box if you want to pay the invoice and have Sage 50 print a check.
Tip: Use the All (Select) button to select all invoices for payment. Use the All (None) button to deselect all invoices so that none are chosen for payment.