Process a Payment to a Vendor Not on File

When you click Spec pmt in the Vendor Payments (NC) program, you can process a payment to a vendor that is not on file (i.e., is not established in Vendor Maintenance). See Background and Road Map for more information.

Note
You must have selected the Allow payments to vendors not on file? option in the System Options Maintenance (XM) program (Accounts Payable Options) to complete this procedure.

The batch, currency, cash organization and account are displayed followed by previously-entered special payments.

Field Name	Displays
Type	The payment type: A: Alternate payment M: Manual check R: Regular check
Vendor no	[***] followed by a sequence number
Invoice no	The invoice number
Vendor name	The name of the vendor
Payment amount	The amount of the payment
Discount amount	The amount of the discount
Check	The check number or a payment method code if a non-check batch

Choose the appropriate options:

To	Do This
Add a special payment	Click Add.
Delete a transaction	Highlight the line and click Delete. See Delete.
Display or change a transaction	Highlight the line and click Select or double click the line.
Exit from special payments	Click OK. See Vendor Payments.

Enter or change data in these fields:

Field Name	Type / Max Length	Action / Description
Payment type	Required 1 alphanumeric	Select one of the following: Select R Regular check to have the system issue a check Select M Manual check to issue a check manually Select A Alternate payment if you are paying the vendor by a non-check method The payment type must be valid for the batch's payment method. For example, you cannot select a regular or manual check for an ACH batch. You cannot change this field after the payment is created.
Vendor number	Required 10 alphanumeric	Accept [*] 1 for the first payment, [] 2 for the second, [**] 3 for the third, and so on. You cannot change this field after the payment is created.
Invoice number	Required 25 alphanumeric	Enter an invoice number that has not been used previously. You cannot change this field after the payment is created.
Payment amount	Required 14 numeric in the format 999999999999.99	Enter the payment amount in the vendor's currency.
Discount amount	Optional 14 numeric in the format 999999999999.99	Enter the discount amount for the transaction.
Payment method	Conditional	If the payment type is an alternate payment, select a payment method.
Check number	Conditional 15 alphanumeric	If the payment type is a manual check, enter the check number.
Payment date	Conditional Date	Enter the payment date. You cannot enter a payment date for a regular check.
Attention	Optional 22 alphanumeric	Enter the remit-to address attention name. This name prints on the check.
Vendor name	Required 35 alphanumeric	Enter the name of the vendor for the transaction.
Address 1	Required 25 alphanumeric	Enter the first line of the vendor's address.
Address 2	Optional 25 alphanumeric	Enter the second line of the vendor's address.
City	Required 25 alphanumeric	Enter the city where the vendor is located or leave blank. When you enter a valid postal code, the city and state or province are displayed.
State	Required 4 alphanumeric	Select the state where the vendor is located or leave blank. When you enter a valid postal code, the city and state or province are displayed.
Postal code	Required 15 alphanumeric	Enter the zip or postal code for the vendor's location. Use the Postal Codes Maintenance (TZM) program to associate a postal code with a city, state, and country. When you enter the postal code, the program displays the city and state or province.
Country	Optional 4 alphanumeric	Select the country for this vendor.

Choose the appropriate options:

To	Do This
Change a field	Move the cursor to the field and make changes. Click Apply to accept the changes or click Cancel to reject the changes.
Delete the transaction	Click Delete. See Delete.
Enter or change the GL distribution	Click OK.
Return to the list of special payments	Click Exit. See step 1.

If this is a new payment, look ahead to step 5.

The batch, cash organization and account, vendor, invoice and debit and credit amounts are displayed followed by previously-entered distribution details:

Field Name	Displays
Seq	The sequence number associated with the transaction
GL org	The GL organization code
GL acct no	The GL account number
Description	The description entered with the transaction
Payment amount	The amount entered for the transaction
DR/CR	Whether the transaction is a Debit or a Credit

Choose the appropriate options:

To	Do This
Enter a new line	Click Add.
Delete a line	Highlight the line and click Delete. See Delete.
Display or change a transaction	Highlight a line and click Select or double click the line.
Exit from special payments	Click OK. See Vendor Payments.

Enter or change data in the following fields:

Field Name	Type / Max Length	Action / Description
Sequence number	Required 2 alphanumeric	Accept the displayed sequence number. The program writes sequence 1 for you.
Payment amount	Required 14 numeric in the format 999999999999.99	Enter the payment amount.
GL org code	Required 2 alphanumeric	Select the organization code.
GL account no	Required 10 alphanumeric	Enter the account number or click the Lookup icon and use the standard lookup options to select the account from a list.
Description	Optional 25 alphanumeric	Accept the account's description or enter a different description. The description displays when you complete data entry or press F10.

Choose the appropriate options:

To	Do This
Change a field	Move the cursor to the field and make changes. Click Apply to accept the changes or click Cancel to reject the changes.
Delete a saved record	Click Delete.
Change the Sequence number field	Click Change no. The button displays only in add mode.
Enter another sequence or complete the entry	Click OK. The program prompts with the next sequence number in add mode. Clear the field if you have no more to enter. The program returns to the list of distribution transactions or to the payments list.