AP Payments

This help topic is applicable to the following TireMaster applications:

TireMaster Point of Sale

TireMaster Plus

TireMaster Corporate

 

TireMaster includes tools for paying your vendors and applying those payments, along with any credits you’ve received, to the applicable account balances.

You can efficiently generate payments for a group of vendors with the AP Payments module. With this application, payments are automatically applied to the applicable vendor balances. When you process AP payments, you can print checks to give to your vendors or you can record payments that were made with debit cards or your bank’s online bill pay application.

Note: You can also pay vendors with AP easy checks. For more information, see Easy Checks.

To generate a group of AP payments

1. Select Vendors > AP Payments. The AP Payments screen opens.
2. To sort the documents on the screen, select the Due, Name, Ref, and Invoice Date (available in TireMaster 9.4.0) check boxes. Select the check box for the primary organization method first, followed by the others from most to least important. Numbers appear next to the check boxes based on the order in which they’re selected.
Note: By default, the charges are sorted alphabetically by name.
3. To display only the charges that need to be paid by a certain date, type the number of days until that date in the Show Next ____ days field. Then click Refresh.
4. To display only the charges for a single vendor, click Vendor and look up the vendor. For more information, see Vendor Searches.
Tip: If you decide to display payments for all vendors, click Vendor. Then click Cancel on each of the two screens that open.
5. Define which charges you want to pay and the payment amounts.
a. For each charge you want to pay, type an A in the PAY field.
Tip: To mark payments for all charges, click Mark All. To unapply charges, click UnMark All or UnMark. You can also unmark individual charges by clicking the A in the PAY field and pressing the Space Bar.
b. Change the payment and discount amounts as needed.
6. Complete the payment.
a. Click OK. A confirmation message appears. If
b. Click Yes to confirm that you want to process the payment. The Pending Payment Check Listing opens.
Note: If you decide that you do not want to generate the payment for one of the vendors listed, clear the check box in the Print field for that vendor.
c. To generate a Check Edit Report, click Report. Then print the report and close the Report Window.
d. If you want to generate checks to give to the vendors, make sure the Print Checks check box is selected. If the payment was processed with a debit card or your bank’s online bill pay application, clear the check box.
7. Click Print.
8. Click Yes. One of the following occurs:

If you printed checks, TireMaster prompts you to verify the checks printed okay. If they did, click Yes and generate a check detail report (if needed). If you need to reprint the checks, click No and follow the on screen instructions.

If you didn’t print checks, generate the check detail report (if needed).

Note: Depending on a system control setting, TireMaster either returns to or closes the AP Payments screen. For more information, see Print Checks Return to AP Payments.

Once you’ve made payments to or received credits from a vendor, you can apply those items to the vendor’s balance.

To apply payments and vendor credits

1. Select Vendors > Maintenance. TireMaster prompts you for the vendor's name.
2. Look up the name of the vendor whose payment and credits you want to apply. For more information, see Vendor Searches.
3. On the Vendor Maintenance screen, click the Ledger/History tab.
4. Click Open Item. The Payment Editing screen (the vendor's open item ledger) opens.
5. To sort the items on the screen, select Ref# or Due Date. In TireMaster Corporate, you also have the option to sort by site number.
6. Apply items to the outstanding charges.
a. Select the payment or credit you want to apply to a purchase order or vendor charge, and type A in the Apply field.
b. Select one or more purchase orders or vendor charges that you want to apply the payment or credit to.
c. Type the amount you want to apply in the Pay field, and press Enter. The letter A appears in the Apply field.
d. Type the amount of the discount you want to take, if any, in the DiscAmt field.
Tip: If you plan to apply the full amount and take the full discount, you can type A in the Applyfield instead.
7. Click OK. TireMaster prompts you to save your changes.
8. Click Yes. TireMaster prompts you to apply the items.
9. To apply the items now, click Yes. If you click No, you can open to the vendor’s Payment Editing screen and apply them later.

Unapplying items in a vendor’s subledger can be done in one of the following ways:

You can unapply items that are marked to be applied, by clearing the letter A from the Apply field on the Payment Editing Screen (the vendor’s open-item ledger). To clear the letter A, click the Apply field, and press the space bar or the Backspace key.

You can unapply AP Payments checks by voiding them. For more information, see Void an AP Payment.