Account Payable (AP) Payments are identical to AR (or plain) Payments, with the difference that you are expected to pay AP Payments, while you expect to receive money on an AR Payments.

AvailSuite's account payable features will help your cash flow by analyzing your payments to vendors and employees and providing tools, which will aid you in collecting your money smoothly and efficiently. By being able to enter all of your AP invoices and AP payments into fully integrated business software, you will ultimately have more automated control over your accounts.

Whenever you pay to a vendor, an employee, or somebody else, you record that fact by entering an AP Payment in AvailSuite. In most cases, the AP Payment will be entered for some AP invoice. However, the system will allow you to enter an AP Payment for a payee (a vendor, an employee or somebody else), without specifying an invoice, if necessary. You may also enter more than one AP Payment for an AP Invoice, or create Refunds. Click on the links below to find out how you can:

• Create a new AP Payment
• Enter a Refund AP Payment
• Create an AP Payment for an existing Expense
• See AP Payments to a specific Payee
• Attach special instructions and other files

How to create a new AP Payment?

Using AP payment grid on the AP invoice form (in the case, you will add the payments directly to the AP invoice; and it will use the outstanding amount of the AP invoice as a default values for the payment amount.)

To create an AP payment, user can use any of the following methods:

• use the New AP Payment button on the toolbar;
• select New and then AP Payment in the File menu on the main form;
• fill a new row directly in the AP payment grid;
• double-click on a new row on an AP payment view or on a white area below rows.

To complete editing of a new AP payment and add a new row on the payment grid, use the button with the "+" sign in the row navigator below the grid.

How to enter a Refund Payment?

You can enter a payment with a negative amount, which will mean a refund. A refund payment is similar to a normal payment in any other way.

How to create an AP Payment for an existing Expense?

Open the Expense form and click the Add AP Payment button on the toolbar. This will create a new AP Payment, and the system will copy all relevant date from the Expense into new AP Payment.

How to see Payments to a Specific Payee?

To see payments to to a specific Vendor or Employee, use sorting or filters on the AP Payments grid.

Each Employee can view AP Payments made to him or her using My AP Payments and My AP Payment by Month grids.

How to attach special instructions and other files?

You can attach files or file links to payments (and other documents). Payments with attached files are highlighted in grids with the icon.

Click here to read more about File Attachments.