Field descriptions: Manual payments

Vendor name

The name of the payment recipient.

Document Number

If the payment method is Check, this shows the issued check number. For other payment methods, this field shows the document number you provide when recording the payment.

Date

The date the payment was made or recorded.

State

• Confirmed: The payment is posted to the General Ledger.
• Voided: You voided the payment from the register after it was completed.

Payment method

The Payment method for the payment. For example you can make a payment with check, ACH, Cash, or EFT.

Amount

For companies that transact in a single currency, this is the amount of the payment.

Base amount

The payment amount in the base currency.

Payment summary title

The summary that contains this payment. For manual payments, the summary title is prefaced with Quick Payments.

Transaction currency

If you enabled multi-currency transactions, this fields shows the currency used by the bank in this transaction.

Transaction amount

If you enabled multi-currency transactions, this fields shows the amount paid by the bank.

Payment method

The method for making the payment:

• Check
• Record transfer (for recording the transfer of funds from one bank account to another)
• Cash
• Credit card

Bank or Credit card

The bank account against which the payment is drawn. For credit card payments, the credit card used for the payment.

Payment amount

The total amount of the payment (the sum of all line items). This field is read-only.

Balance

The amount in the bank account. This field is read-only and appears only for check, cash, and record transfer payments.

Base payment amount

The amount of the payment in the base currency of your company or entity. This field appears only for multi-currency transactions when the transaction currency is not the base currency and payment is from a base-currency bank.

Make sure that the amount is the same as the sum of the Base amount of all line items, or change the amount to match the sum.

Transaction has tax implications

This field only appears for companies that are enabled for multiple tax jurisdictions in the Taxes application. It appears at the top-level only.

Select this checkbox to add taxes for this transaction. Then select your Tax solution.

Learn more about entering taxable transactions.

Tax solution

This field only appears if Transaction has tax implications is selected.

Select the tax solution you want to use to calculate and capture taxes on this transaction.

Learn more about entering taxable transactions.

Inclusive taxes

This field only applies to companies subscribed to the Taxes application.

Select the checkbox if the amount you'll enter for each line item already includes tax.

The Amount field will be read-only, and you'll enter the amount for each line item in the Transaction total field.

Learn more about entering taxable transactions.

Date

The date on the payment.

Check no. or Document number

For checks, the number of the check; Intacct autofills the field based on previous checks written from the account, but you can change it. For other payment methods, a number to identify the payment that you enter manually.

Vendor

The vendor of the goods or services.

Transaction Amount

The total dollar amount of the payment (the sum of all line items).

Make sure that the amount is the same as the sum of the Amount (or Transaction Amount for multi-currency transactions) of all line items, or change the amount to match the sum.

Pay to

Vendor contact who is to receive the payment.

Memo

A note that appears on the bill and payment documents. The note also prints on the check memo line when payment is by printed check.

Bill number

The number of the bill for this payment. This can be a required field based on your Accounts Payable configuration.

Attachment

To reference an attached document, you must first load the scanned image, spreadsheet, or word-processor document. You can provide permanent, safe storage of attachments by uploading them to your company. Learn more about who can add attachments.

Summary

This field appears if you've configured the summary frequency for manual payments to be user-defined. For new manual payments, you must select a summary before you submit or post the payment.

You can edit the summary if the manual payment is not paid or in a closed period.

Contact tax group

This field only applies to companies subscribed to the Taxes application.

A read-only field that displays the contact tax group to which the Pay-to contact belongs. If the Pay-to contact hasn't been associated with a contact tax group, the field is blank.

Learn more about entering taxable transactions.

Tax ID

This field only applies to companies subscribed to the Taxes application.

A read-only field that displays the tax ID for the Ship to contact. If the Ship to contact doesn't have a tax number specified, the field is blank.

Learn more about entering taxable transactions.

Transaction currency

If your company uses multi-currency transactions, the currency for the payment.

Exchange rate type

If your company uses custom exchange rate types, the Exchange rate type dropdown list contains choices for them, where one might also be a default. For example, your company could have Monthly, Weekly and Spot rate types along with their various exchange rates. Alternatively, if your company hasn't defined any custom exchange rate types, you can use the Intacct Daily Rate.

Exchange rate date

By default, Intacct sets the date of the exchange rate to today; however, you can override this. For example, maybe you are making the transaction date other than today. You might want to match the exchange rate to that date.

Exchange rate

You can override the default exchange rate. For example, if the administrator hasn't yet entered the rate for today, rather than letting Intacct default to the last rate entered, you can enter it directly into this field.

Show/Hide defaults

Optional. Select default values to autofill each line item. The system displays these default values for every existing and new line item. You can manually override default values on line items, as needed.

Account

The account to which to post the expense.

1099

Select to add the amount of the payment to the Form 1099 for the vendor.

Duplicating a 1099 eligible manual payment creates a manual payment that's also 1099 eligible. If Accounts Payable is configured to enable form and box override, you can change the value in this checkbox.

Amount, Transaction amount, and Base amount

The amount of the transaction for this item in a single-currency company.

Make sure that the sum of the line items is the same as the Transaction amount field on the top portion of the page, or change that field to match the sum of the line items.

If you enabled multi-currency, Intacct displays Transaction amount and Base amount instead of Amount.

• Transaction amount is the amount of the item in the currency that you set for the transaction.
• Base amount is the amount of the item in the base currency of your company.

For example, if your base currency is USD and you create a 100 Euro payment, you see 100 Euro as the Transaction amount and 110 USD as the Base amount (assuming a 1.1 exchange rate from Euro to USD).

Multiple taxes on line

This field only applies to companies subscribed to the Taxes application.

Select to enter a line item where you need to apply multiple taxes, such as to partially reclaim input tax or enter a reverse charge. Learn more about entering a reverse charge.

This checkbox appears in the following circumstances:

• The tax solution is United Kingdom VAT.
• The tax solution is Australia GST or custom VAT, and the option for Multiple taxes per line is selected for the tax solution (Tax solution information page). Additional setup of tax details, tax schedules, and tax schedule maps may also be required.

Tax detail

This field only applies to companies subscribed to the Taxes application.

Select the appropriate tax category for the line item. The system applies the percent rate that is defined for the tax detail to calculate the amount of tax. If you assigned a default tax schedule to the contact, the applicable tax details fill in automatically after you enter the transaction amount.

Learn more about entering taxable transactions.

Rate

This field only applies to companies subscribed to the Taxes application.

A read-only field that displays the percent tax to apply for the line item. The percent tax is based on the selected tax detail.

Transaction tax

This field only applies to companies subscribed to the Taxes application.

The amount of tax calculated for the line item, which is based on the tax detail you select.

• If Inclusive taxes isn't selected in the header, the calculation is: Amount * Rate
• If Inclusive taxes is selected in the header, the calculation is: (Transaction total/(1 + Rate)) * Rate

If your company is enabled for multi-currency, the amount is in the transaction currency you set for the transaction.

Transaction total

This field only applies to companies subscribed to the Taxes application.

The total amount of the transaction for the line item, including tax:

• If Inclusive taxes isn't selected in the header, the field is read-only and its calculation is: Amount + Transaction tax
• If Inclusive taxes is selected in the header, enter the amount of the transaction for the line, including tax, in this field. The system calculates the Transaction tax and Amount, based on the tax detail you select.

If your company is enabled for multi-currency, the amount is in the transaction currency you set for the transaction.

Base total and Base tax amount

This field only applies to companies subscribed to the Taxes application.

If your company is enabled for multi-currency, these read-only fields appear:

• Base total: the Transaction total in the base currency of your company.
• Base tax amount: the Transaction tax in the base currency of your company.

Department

A department to which to assign the expense.

Location

A location to which to assign the expense.

Memo

A note saved with the posted item that will appear on the payment document.

Total

Intacct calculated sum of all line-item amounts.

Make sure that the sum of the line items is the same as the Transaction amount field on the top portion of the page, or change the Transaction amount to match the sum of the line items.

Show summary

Select this button to display a summary of the total tax for all the line items in the transaction, grouped by tax detail.

Description

The description of each tax detail selected for the line items in the Entries section.

Percent

The percent tax that is defined for the tax detail.

Transaction tax total

The total amount of tax applied to the transaction for this tax detail.

If your company is enabled for multi-currency, the amount is the currency you set for the transaction.

Base tax total

If your company is enabled for multi-currency, the Transaction tax total field in the base currency of your company.