Enhanced interface

Add a manual payment: Make a payment or print a cheque without an existing AP supplier invoice

Create payments that are not attached to an existing AP supplier invoice.

When you create a manual payment, Sage Intacct automatically creates a corresponding AP supplier invoice and posts it to the General Ledger. For manual payments using a credit card, Intacct creates a credit card transaction.

Negative line item amounts are not supported by manual payments.

Instead, record your payment by creating a negative AP supplier invoice in Accounts Payable. Then, pay it on the Pay AP supplier invoices page.
If you are recording a one-time payment you made to an individual or a company that does not have a supplier record, add a one-time use supplier. This supplier record will not appear in the supplier list unless you filter for it.
Are you recording a foreign currency transaction from a single-base currency company?

When you pay from a bank that uses the same currency, Intacct calculates the payment amount for you, using the Intacct daily exchange rate that was in effect on the payment date. Exchange rate information that you enter in the Currency section is applied to the AP supplier invoice that Intacct creates from the manual payment, not the payment itself. Any difference between the payment and the bill is recorded as a transaction gain or loss.

Subscription	Accounts Payable
User type	Business
Permissions	Manual payments: Add, List, View

Enter basic information

Go to Accounts Payable > All > Payments and select Add (circle) next to Manual payment.
Select the Payment method.
If you paid by cheque, cash, or funds transfer, select the Bank account against which the payment will be drawn.

If you paid by credit card, select the Credit card against which the payment will be drawn.
Select the Supplier.
If you paid by cheque, Intacct populates Chequeno. based on previous cheques written from the selected bank.

If you paid by a different method, enter a Document number for referencing the payment.
Enter the Date of the payment.
Enter the Transaction amount.
To make the payment out to someone besides the Vendor, enter a different Pay-to contact.
Add a Memo.

Memos appear in the Description field on the AP supplier invoice and in the Memo field on payments and printed cheques.
Enter the AP supplier invoice number.

To print the AP supplier invoice number on a cheque, enter it in the Memo field.
To permanently and safely store a digital version of a supporting document, in the dropdown next to Attachment, select an attachment, or select Add, then upload your attachment. Learn more about who can add attachments.

You can drag and drop your files to add an attachment. To attach a document to multiple journal entries, see Bulk processing.
If prompted for a Summary, make a selection from the dropdown list.
The Summary field appears when your company has configured the summary frequency for this transaction type to be user-defined. For all other summary frequencies, such daily or monthly, Intacct automatically creates the summary for you and adds the new transaction to the summary.
What's a summary?
Summaries are collections of the same type of transactions, grouped together for processing. The advantage of using a summary is that the transaction group posts to the GL as one line. From that one line, as needed, you can drill down to any of the individual transactions.
You can have Sage Intacct create, post, and close summaries automatically at a frequency that you specify by selecting a time interval. Or, you can create, post, and close summaries yourself.
When you first create a summary, it's open, and you can enter transactions. After you close a summary, you can't post transactions to it, which prevents posting transactions to the wrong period. To add or delete transactions from a closed summary, reopen it.
See AP summaries overview for more information.
If you are a multi-currency company and this is a foreign currency transaction, enter Currency details for the AP supplier invoice.
1. Select the Transaction currency being used.
  
  If this is not your company's base currency, continue with the next three steps.
2. Select an Exchange rate type such as Intacct daily rate.
  
  If you know the exchange rate for this transaction, or have contracted with the supplier on a set exchange rate, enter it in the Exchange rate field.
3. Select an Exchange rate date.
  
  The default value is the current date, but you can override this. For example, you might want to change it to the date the AP supplier invoice was issued or the date you intend to pay the AP supplier invoice. If you override the date of the AP supplier invoice, the exchange rate date updates automatically.

Enter line items

For the payment to post, specify at least the account and an amount for each line item. Depending on your company, you might be required to enter other information, such as the department or location.

Select the Account to post the expense to.
Enter the Amount or Transaction amount.

Foreign currency transactions calculate a base amount from the transaction amount that you enter, using the exchange rate for the AP supplier invoice. If you overrode the exchange rate information in the Currency section, this can result in the AP supplier invoice total differing from the payment total.
Select the Department and Location for the line item.
The Memo defaults from the memo entered above, however, you can change it to reflect information specific to the item.

Post a payment made by cheque

If you hand-wrote the cheque, select Save and confirm to post it to the General Ledger.

On the Manual payments list, the state of the payment appears as Confirmed and the payment method appears as Manual cheque.

To print a cheque:

Select Save and print.
Select Print.

A PDF of the cheque appears in a new window. Send this PDF to the printer that has your cheque stock loaded and verify that the printed cheque looks good. On the Manual payments list, the state of the payment appears as Printed and the payment method appears as Manual cheque.
Return to the Manual payment page for this payment and select Confirm to post it to the General Ledger.

On the Manual payments list, the state of the payment changes to Confirmed.

If you do not confirm the cheque immediately, you can continue to add other manual payments. However, you cannot add and print another cheque until you confirm this cheque.

Post a payment made by cash, credit card, or record transfer

Select Save and confirm. The payment posts to the General Ledger.

If you used Credit card as a payment method, how the transaction posts to the GL depends on your company's reporting method and Cash Management configuration.

Cash and multi-book companies: When your transaction posts to the GL depends on whether or not you configured Cash Management to Post credit card transactions, charges, and fees to the GL after creation. Otherwise, credit card transactions post after they are marked as Paid.

Accrual companies: Credit card transactions always post to the GL after creation.