Apply a Payable against a Customer Order

Go To User Guide - Accounts Payable

Accounting>File>Accounts Payable>Add/Edit Payables>Apply AP Button

This options allows you to apply a payable to a customer order. This feature allows you to apply costs to a customer order for job costing purposes. Normally these costs are ones that would not be charged to the customer or paid out in compensation.

Step 1: Match the invoice to the customer order

1. Single-click on a payable invoice to select it and apply it to a customer order.

2. Click the Apply a Payable against a Customer Order,, button.

   

3. The Select Claim or Order dialog will appear with a list of customer orders. Select the appropriate customer order by single-clicking on the line.
4. Click the Select button, .

Step 2: View the payable on the customer order under Service Provider info.

1. Go to Order Entry, highlight the customer order, and click the Post Provider Information, , button. The Browse Service Providers dialog will open.
2. This payable now appears as a provider record for the corresponding customer order. 

Date Paid, Provider Records, and the Preliminary Provider’s Earnings Report

When you apply a payable to a customer order, RFMS creates a Provider record for job costing purposes.

Date Paid on the Provider record is intended to reflect an actual payment date. If the payable is still Open when it is applied to the order, Date Paid may be blank until the payable is paid.

Because the Preliminary Provider’s Earnings Report includes unpaid Provider records, any record with a blank Date Paid (and an OK-to-pay status) can appear on that report.

If you need the Provider record to show the correct Date Paid after the payable is paid:

1. Pay the invoice in Accounts Payable (for example, use Mark Payable Paid and enter the check date).
2. Unlink and relink the payable to the customer order to refresh the Provider record so the correct Date Paid displays.

If the payable will not be paid before job costing or month close:

To prevent the record from being included in pay-processing/reporting, set the Provider record to Do Not Pay. Records marked Do Not Pay must be unchecked to appear on the Print and Post routine.

  Tip: If the order has already been job costed, RFMS supports removing Do Not Pay when editing the Provider record.

About using Final Print & Post as an option

Running Final Print & Post marks unpaid records as paid and they will not show on subsequent earnings reports.
Note that the paid date used for payroll processing is the date of the Final Print & Post.