If you receive an invoice from a vendor, and you want to quickly create and approve the invoice and print a check, you can create an immediate AP invoice. You create an immediate AP invoice in almost the same manner as a regular invoice. With an immediate invoice, however, you must enter the approved payment, discount, and adjustment amounts, as well as a checking account. After the invoice has been created, you can immediately print the check. Debits can be approved immediately as well, but that is unusual.

 

You create an immediate payable by adding a payable, and selecting an Immediate priority. When you attempt to save the payable, the immediate approval window will be displayed.

 

The Immediate Approval window is only displayed when you save the payable during its' initial creation. Saving changes to an existing immediate payable will not result in the Immediate Approval window being displayed.

 

 

Purchase Amount

This is payable amount. This field is for informational purposes only and cannot be edited.

 

Discount Amount

This is calculated discount amount. This field is for informational purposes only and cannot be edited. If the payable is a debit, or if the payable is an invoice without a discount, the discount amount will be zero.

 

Approved To Pay

The payment amount to be approved. For an invoice, this field must be positive. For a debit, this field must be negative. This field will default to an amount calculated as:

 

Approved To Pay = Purchase Amount - Discount Amount

 

Approved Discount

The discount amount to be approved. For an invoice, this field must be positive. For a debit, this field must be negative. This field will default to an amount equal to the Discount Amount.

 

Approved Adjustment

The discount amount to be approved. For an invoice, this field must be positive. For a debit, this field must be negative. This field will default to a value of zero.

 

Checking Acct

This is the checking account number that will be associated with the payable that you are approving for payment. When you approve a payable, the approved amounts and the checking account will be saved to the payables file for that payable. You can click the search button or hit the F5 key to bring up the Checking Account search screen, and from there you can pick the checking account you want to use. This field will default to the checking account you assigned as the default checking account in Company Maintenance.

 

OK Button

Clicking the "OK" button will validate the fields, and if the fields pass the validation, the window will close and the process of saving the payable will continue.

 

Cancel Button

Clicking the "Cancel" button will allow you to cancel the approval of the payable. A Confirm message box will display "Canceling is equivalent to entering zero approval amounts. Are you sure you want to cancel?".

 

Clicking the "Yes" button will accept the cancellation, close the immediate approval window, and continue the process of saving the payable. Click the "No" button to return to the immediate approval window.