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This question came up in a demo and I didn't really have a good answer for it. How would I go about sending a vendor a check for utilities or anything that's not an inventory item? I couldn't really find anything in the documentation.
I'm pretty sure that there are a number of different ways that this could be accomplished. Here is one method:
1. Create a General Journal to record the payable and incur the expense for these recurring types of entries. After I entered it, I did save mine as a standard journal so that I can reuse it next month. Here's how I set up the lines on this journal. (I'm not noting all the fields, just those that are interesting for this situation):
a. Document Type: Invoice
b. Account Type: G/L Account
c. Account Number: specify the expense account to debit.
d. Amount: typical monthly amount
e. Bal. Account Type: Vendor
f. Bal Account No.: select the desired vendor number.
2. Post the General Journal.
3. Create Payment Journal to make the payment. When I created the payment journal, here are the interesting values that I had to choose on the lines:
a. Account Type: Vendor
b. Account No.: choose the desired vendor number.
c. Amount: amount to pay
d. Bal. Account Type: Bank Account
e. Bal. Account No.: select the desired bank account.
f. Applies-to Doc. Type: Invoice
g. Applies-to Doc. No.: lookup and select the journal number created in step 1 above. NOTE: after making the selection here, the Applied (Yes/No) checkbox should now be marked. NOTE2: Instead of filling in the values here in steps 3.f. and 3.g., you can click on the Home - Apply Entries... button and there add the current document number into the Applies-to ID column for multiple invoice lines.
h. Bank Payment Type: Computer Check (or whatever method you desire)
4. On the Navigate tab, click Print Check, make the necessary selections in the Edit - Check page and Send to....
5. When the check has been successfully printed, you can Post (or Post and Print) the Payment Journal.
***Within Step 3, you should be able to use the Suggest Vendor Payments instead of manually entering the lines. I have done this, but it wasn't working in this particular scenario today.***
Certainly, there are other ways to accomplish this same processing. I'm interested to hear suggestions from others in the community!
This is perfect Tammy, thank you!
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