Payments to Vendors
Payments made to vendors on account are entered into the Payments to Vendors form, which serves as a 'cash payments on account' journal. Periodically payments to vendors are posted. Posting payments updates the accounts payable subsidiary ledger for each payment on account and also updates the general ledger with a summary data. The summary data is posted directly to the general ledger. Omnis Mus displays a posting report at the completion of processing. The posting report confirms that the balances of the accounts payable subsidiary ledger and the general ledger control account are in agreement after posting. The posting report also displays the summary journal entry data that was posted to the general ledger.
All items are explained below the figure.
Payments Form in Record View
New Payment Button
Click this button to begin entry of a new payment.
If the button is not visible, then Click DataSet; select All payments; Click View; select
Record. The button will be visible.
Data Control (titled Payments)
The data control allows you to move from one payment to another. The four buttons on
the data control, from left to right, are used to move to the first entry in your
database, to the previous entry, to the next entry, or to the last entry.
Vendor Data
Vendor name and address are displayed in a textbox.
Data Fields
- Number
Number is an integer field that numbers payments. Number is set by Omnis Mus and cannot be edited. - Vendor
Vendor is the vendor's 5-digitvendor number. - Date
Date the payment was entered. - Credit
Allowances such as returns or discounts that reduce the balance due to the vendor. - Cash
The amount of cash paid to the vendor. - Total
This is the sum of the Credit field and the Cash field. - Posted
Posted means a payment has been posted. A payment can and will be posted only once. You cannot edit the Posted field.
Menu Choices
DataSet
DataSet is used to specify the set of displayed entries. There are two selections.
All Payments
The DataSet includes all payments.
Payments that are not Posted
The DataSet includes only payments that have not been posted.
View
View sets the appearance of the journal. There are two views.
Individual Record View
Record view displays individual payments. You use the data control to move from one payment to another. You must be in Individual record view to add new payments. The figure above illustrates record view.
Datasheet View
Datasheet view display all of the payments in a DataSet in a grid format. This provides a convenient way to scan all of your payments' descriptive data. Double-click a row in the grid to move directly to the selected payment in Individual Record view.
Options
Options collects processing functions.
Edit Payment
Edit Payment allows you edit individual fields in an payment.
Post Payments
Post Payments initiates the posting of payments to the accounts payable ledger.
Print or Paste
Print or Paste is used to copy data from Omnis Mus either to the Printer directly or to the Window's Clipboard for pasting into other applications.
Reverse Payment
Reverse Payment is used to reverse out a payment that has been posted. This 'one-click' option facilitates effortless error correction.
Totals for DataSet
Totals for DataSet provides total amounts for the payments in the current DataSet.
Void Payment
Void Payment enables you to void a payment that has not been posted. The voided payment will not affect any totals and will not post.
Help
Help displays a link to the common Help menu and the Accounting Glossary.
Entering a Payment
Click the New Payment button to begin entry of a new payment. The following sequence will occur:
1. The Date form will display to accept a due date.
2. The Select Vendor listbox will display.
3. Key Form will display for you to enter the Credit amount.
4. Key Form will display for you to enter the Cash amount.
The following shows the payments form after entering a payment to Vendor 20923, dated June 12, with a Credit of $10 and Cash of $285.
Click the 'Accept Payment' button. The payment form will display the payment you have just entered in Individual Record view.