The Add Check Number to Updated Invoice option allows the user to apply payments to an invoice that has been entered and updated as an accounts payable item but was paid with a manual (hand) check.

1. Select the A/P Account and Vendor
2. Select the invoice individually or Select All the invoices for the vendor (There will be a running total of invoices marked and a total dollar amount at the bottom to ensure the proper invoices are highlighted to be marked as paid).
3. Mark if paid by Check, Draft, or Credit Card. If by check, enter the Bank Code. Check Date (will not allow a Paid Date to be saved for a check/draft within a reconciled period, Check # and Amount. If a draft paid the invoice, click on draft and enter the Bank Code, Date, and Amount. (The check number will automatically prefill with a unique draft number).
4. Click on the Record button to Post.
5. The system takes the invoice out of open items in accounts payable and makes the journal entries to record the payment.

TECH TIP:

Usually, clearing out an invoice is as simple as unupdating and deleting the invoice. However, the system will not let the invoice be unupdated if an invoice has been through a billing cycle. There are two ways to clear the invoice from the open item status.

1. The first way is to void the invoice in Accounts Payable > #13-Void Invoice.
2. Another alternative process for clearing out an invoice that has already been billed is to use the Zero Dollar Draft procedure.
   1. First, enter another invoice to the same vendor, with the same coding, and for the same amount with the opposite sign in Accounts Payable > #10-Enter Invoices to Pay.
   2. Next, update the invoice.
   3. Finally, go to Accounts Payable > #22-Add Check Number to Updated Invoice, find the vendor, ensure that the bank code is correct, and select to pay with a draft. In the Check Amt field, enter 0.00.
   4. Then choose the two invoices that clear each other out (the one initially in question and the invoice entered for the same amount and opposite sign). The two invoices should be highlighted in blue. Click the Record button at the bottom of the screen to clear both invoices effectively.

Question:

I posted a handwritten check for the wrong amount (or the wrong vendor). Is there a way to unpost the check?

1. Void the check through AP > Void AP Check.
   1. If the bank reconciliation is still open, void it on the same date as the check.
   2. If the bank reconciliation has been reconciled, use the current date.
2. Go to Bank Reconciliation > Check History, find the check, make sure the Check Status says Void, and then delete the check history.
3. Go into Accounts Payable/Un-Update Open Invoice, find your invoice, and un-post it. The invoice will now be in your Enter Invoices to Pay screen. Correct the invoice's (or vendor's) amount and repost.
4. Go into Add Ck# to Updated Inv, find the invoice, and add the correct payment information back to the invoice.
5. Post the invoice.