Pay Bills

Once expenses have been entered through the Enter Bills or the Purchase Inventory , they can be paid at any point prior to closing the run using the Pay Bills under the Tasks Menu.

Once the run is closed, any unpaid expenses that were entered through the Allocate Expenses Evenly , the Well Expense by Well (8/8ths) or as Fixed Expenses will have a check created for them at that time.

Beside each outstanding bill, there is a button that says Pay. If clicked, it will fill in the payment column with the entire outstanding balance for that bill. If the Pay button is clicked again, it will zero out the payment for that bill. If an amount other than the total due is desired to be entered as the payment, type the desired amount into the payment column. To pay all the bills that are shown on the , click the Mark All Bills button at the top of the . The system will create a single check for each vendor that is listed below, even if there are multiple bills selected to pay. The check stub will then contain a summary of each of the invoices that were paid by this check. If multiple checks are desired for a vendor simply go through the pay bills process multiple times and only select a single outstanding bill at a time.

Date
This is the date used on the vendor check created by this .

Cash Acct
Choose which bank account to pay the bills from in the dropdown list. The account chosen when the is initially opened will be the default cash account specified in the Accounts Payable Preferences .

Show Bills Due on or Before
Use this date to only show bills due as of a certain date. Otherwise, you can select the option to Show All Bills.

Sort List
In order to allow you to find a particular bill easily, there is the option of sorting the list by Vendor, Due Date Ascending (oldest bills will appear at the top of the list), or Due Date Descending (newest bills will appear at the top of the list).

Create Checks
Click this button to create the vendor checks for bills selected for payment within the grid.

Mark All Bills
This button toggles all of the bills shown between being paid in full and not paid.

Vendor
The name of the vendor for which the bill is to be paid. This field is display only.

Inv No.
This is the invoice number of the outstanding bill. This field is display only.

Due Date
The date the bill is due. This field is display only.

Amt Due
The current outstanding amount due for the bill. This field is display only.

Disc Available
The amount of discount that is available for this bill. This field is display only.

Disc Taken
Enter the amount of discount being taken on this bill.

Payment
Enter the amount to pay on this bill.

To pay all of one of the bills displayed in the grid, click the Pay button on the line which corresponds to the bill that you would like to pay. This will fill in the amount to be paid as the total due for that bill. To zero out the payment, click the button again. If you want to pay a different amount, manually enter the amount of the payment in the payment box, and the total due and total paid boxes should adjust accordingly.

After entering the amount paid, the payment will be recorded in the list box below, and the total of all payments will be shown below the list box titled Total Paid.

When everything is correct, press the Save button in the toolbar at the top of the , OR click on Create Checks. This will create a check for each vendor and place it in the register of the cash account chosen.

To print the checks created, choose Print Checks from the Tasks> Check Processing menu.

PLEASE NOTE: If you pay multiple bills for a single vendor, it will only create a single check to pay the vendor. If you would like multiple checks, pay only one bill at a time.

Important: The Pay Bills is directly linked with the Enter Bills and Purchase Inventory s. Any bill without a payment record will show in the Pay Bills . If you have created a manual check to pay a bill through the Cash Disbursements , the original bill in Enter Bills or Purchase Inventory will not have a payment record created because the Cash Disbursements is not connected with the bill entry s. Since there is no payment record created, these bills will remain unpaid and continue to show in the Pay Bills . You can delete the original bill's entry through the Enter Bills or Purchase Inventory s OR you can create a payment record for a bill that has already been paid. To do so, click the list button in the of original entry (Enter Bills, or Purchase Inventory), then select the bill that you wish to mark as paid. While that bill is on the , you can press the F5 button on your keyboard to create a payment record and remove the bill from the Pay Bills list. This will not post anything to the general ledger. It will only make so that it does not show up to be paid.

If you choose not to run the expense through Payables, then you may enter them directly in the Cash Disbursements . See Cash Disbursements.