Pay Bills
First, click on the Purchases topic in the Main Menu. Then click on Pay Bills. A form appears with the label, "Find Payables." This is a search form that you may use to find existing payables. Click the New button at the upper left hand corner of the form to open the "Find the Vendor for this Payable". This is a search form that you may use to find a particular payable. Find and select the Vendor you would like to pay. Once you have selected the Vendor, click on Open Selected button, or simply double click on the highlighted record.
The Pay Bills form is where you can enter payments to a vendor for posted transactions you have placed. This form will only display Posted transactions since Unposted transactions are considered incomplete. Inside this form you will see all outstanding transactions and balances for a specific vendor. You have the ability to manually enter payments to any transaction or automatically apply payments to the oldest transactions.
This form is used to add records in the Payables form. To add new Payables, simply click the New button at the top of Pay Bills form. To get to the Payables form you may click on the Pay Bills topic in the Purchases menu. If you need to edit existing payables, go to the Pay Bills form and select the record you want to edit and make any necessary changes to the fields for that record. To get to an existing record, you may click on the Pay Bills topic in the Purchases menu. If the Payable is posted it will be necessary to unpost it prior to making any changes. For complete details on all the field descriptions for this form and a step by step guide on how to enter new Payables, see: Adding Payables.
The record navigation buttons at the bottom of the form are used to move from one record to another. It also displays how many records are in the Payables form and what record you are currently on. Clicking on one of the four buttons will navigate you through your existing data. You may use the Find button to find a specific record.
There are several helpful options that can be set in the Company Preferences forms to help make data entry easier and faster. One great feature in the Company Preferences form is to have the text fields displayed a certain way when you enter data so that it is easier to read and more consistent throughout the program. You should also take a look at the Security form > Default Accounts tab and the Starting Numbers form for other related options that can be set.
Toolbar Buttons
Toolbar Buttons perform an action on the current record like adding, deleting or saving.
The New button will clear the form to allow a new Payable to be added.
The Save button will save the changes made on this form.
The Find button will enable you to Find Payables.
The Delete button will delete the selected Payable.
The Undo button will cancel out the last change/s done to the record reverting it to its older state.
The Print button will open the Print Payable form where you may adjust settings and print a payable.
The Post or Unpost button will post or unpost the payable and update the general ledger.
The Return button will enable you to reverse the payment due to non-sufficient funds (NSF) in your checking account.
The Recap button will open the Recap form displaying a preview of what will be added to the general ledger when you click the Post button.
Related Topics
Payment Date Column in Write Check