How to add a cash invoice or cash payment on Sage 300 Accounts Payable


  1. Open Accounts Payable > A/P Transactions > Payment Entry.
  2. Select an existing payment batch using the Batch Number field, or create a new batch. Mo re.  To create a new batch:
    1. Click the New button beside the Batch Number field, and then type a description for
      the batch in the next field.
    2. In the Batch Date field, enter a date for the new batch, or accept the session date.
    3. Specify the bank and, for a multicurrency ledger, the default currency for the batch.
  3. Click the New button beside the Entry Number field to start a new document, and then enter a description for the payment (such as Payment for camera).
  4. Select Misc. Payment as the transaction type.
  5. If the payment is for an existing vendor, enter the vendor number in the Vendor Number field,
    or use the Finder to select the vendor.
  6. Fill in general, or header, information for the payment.  Header information includes:
    • A description for the entry.
    • Payment date and posting date.
    • Remit-to location.
    • Account set.
    • Payment code.
      • If the code is for a check payment, you select Print Check, Check Number, and
        Check Language.
      • If the code is for a cash payment, you specify a cash account.
    • Payment amount and, for a multicurrency system, the currency.
    • Invoice number.
    • Optional fields (if you use them).
    • Tax group.
    • For more information, see “A/P Payment Entry Screen” (page 452)
  7. Enter distribution details for the payment, as you would for an invoice.
    • If the payment is job-related , select the Job Related option, and then use the fields that
      appear to distribute the payment to contracts, projects, categories, and resources, as
    • If the payment is not job-related , for each distribution detail, type the distribution code or
      the general ledger account number and the amount, then:
      1. Type the amount of the distribution.
      2. Note: You can enter a negative amount for a detail line, but the document total
        must not be a negative amount.
      3. Type a reference.
      4. Type a description for the distribution.
      5. You can also type an optional reference and description.
  8. To check or change the taxes calculated for the document (including the tax reporting amount),
    or to change the tax group for the document, click the Taxes button.
  9. To check the taxes calculated for a distribution detail, or to enter them manually, select the
    detail, then click the Account/Tax button.  To find out about entering taxes manually, see “Editing Taxes on an Invoice, Debit Note, or Credit Note” (page 101).
  10. In a multicurrency ledger, if the bank or vendor does not use the functional currency and you
    need to change the exchange rate information for the payment, click the Rates button, then for
    each type of rate (bank and vendor), enter:
    • The rate type code.
    • The exchange rate. If the bank currency or the vendor matches the functional currency, the rate for that currency is 1.0000000.
    • Note: The Rates button appears only if the vendor does not use your functional currency.
    • The check will be in the bank currency.
  11. When finished, click Add or Save.


If necessary, seek the assistance of Acute Data Systems to help provide assistance with this process.