How to Pay an Invoice in Sage 100

Standard Invoice Payment Process

The most common method for paying invoices in Sage 100 involves using the Invoice Payment Selection feature. This systematic approach ensures proper documentation and accurate record-keeping.

Initial Setup Before processing any payments, ensure you have proper vendor information and payment methods configured in your system. Navigate to Vendor Maintenance and verify that all vendor details, including payment terms and preferred payment methods, are correctly set up.

Payment Selection Process

1. Navigate to Accounts Payable > Main > Invoice Payment Selection
2. Enter the payment date and select the invoices you wish to pay
3. Hold the Control key to select multiple specific invoices, or choose to pay all available invoices

Payment Processing Once you've selected the invoices, you can process the payments through various methods:

• Check printing for traditional paper checks
• ACH file generation for electronic payments
• Credit card processing for card payments

Credit Card Payment Processing

When paying invoices using a corporate credit card, follow these specific steps to ensure proper recording and reconciliation.

Credit Card Vendor Setup

1. Go to Vendor Maintenance
2. Select the credit card vendor (e.g., American Express, Visa)
3. Check the "Credit card vendor" box in the vendor profile

Transfer Process To transfer vendor invoices to your credit card account:

1. Access A/P Invoice Data Entry
2. Enter the credit card vendor information
3. Input the statement reference number
4. Enter the total statement amount
5. Navigate to the Lines tab and click the "Transfer" icon
6. Select the specific vendor invoices paid by credit card

Manual Check Entry

For situations requiring immediate payment or special handling:

Direct Payment Steps

1. Navigate to Accounts Payable > Main > Manual Check Entry
2. Enter the vendor number
3. Input the check number and payment amount
4. Select the specific invoice(s) being paid

Electronic Payment Processing

Modern payment methods often involve electronic transfers and ACH payments. Sage 100 supports these payment types with integrated processing.

ACH Payment Setup

1. Configure vendor electronic payment information
2. Select eligible invoices for payment
3. Generate the ACH file for bank upload
4. System automatically sends remittance advice to vendors

Payment Verification and Reporting

After processing payments, it's crucial to verify and document all transactions properly.

Verification Steps

• Review the Daily Transaction Register
• Check the AP Aged Invoice Report
• Verify vendor open invoice status
• Confirm payment posting in the general ledger

Available Reports

• AP Aged Invoice Report
• Vendor Payment History
• Check Register
• Payment Transaction Detail

Special Considerations

Invoice Adjustments If you need to adjust a posted invoice before payment:

1. Select Accounts Payable > Main > Invoice Data Entry
2. Enter the vendor number and invoice number
3. In the Adjust Invoice window, click "Adjust"
4. Enter the adjustment amount (use minus sign for decreases)
5. Specify the GL account for the adjustment
6. Update the Invoice Register

Payment Holds To place an invoice on hold:

1. Access the invoice in Invoice Data Entry
2. Check the "Hold Payment" option
3. Enter a comment explaining the hold reason
4. Save the changes

Multi-Company Processing

When dealing with multiple companies in Sage 100:

Company Selection

• Verify the correct company is selected before processing payments
• Ensure proper inter-company accounting if applicable
• Confirm company-specific payment settings

Batch Processing

• Group similar payments together
• Process payments by company code
• Maintain separate payment runs for different entities

Payment Documentation

Maintaining proper documentation is essential for audit purposes and tracking:

Required Documentation

• Original vendor invoices
• Payment authorization forms
• Remittance advice copies
• Bank reconciliation records

Electronic Records

• Store digital copies of all payment-related documents
• Maintain audit trails of payment processing
• Keep electronic remittance records

System Maintenance

Regular system maintenance ensures smooth payment processing:

Periodic Tasks

• Update vendor payment information
• Review and adjust payment terms as needed
• Verify bank account information
• Check payment processing settings

Security Considerations

• Maintain proper user access controls
• Regular review of payment authorization limits
• Monitor system audit trails

Integration with Other Modules

Sage 100's payment processing integrates with various modules:

Bank Reconciliation

• Automatic clearing of processed payments
• Real-time payment status updates
• Integrated bank statement reconciliation

General Ledger

• Automatic posting of payment transactions
• Detailed audit trails
• Comprehensive financial reporting

Best Practices

To ensure efficient and accurate payment processing:

Payment Scheduling

• Establish regular payment processing schedules
• Review due dates and payment terms regularly
• Plan for holiday and weekend payment processing

Quality Control

• Double-check payment amounts and vendor information
• Verify bank account details for electronic payments
• Review payment batches before final processing

Record Keeping

• Maintain detailed payment records
• Document any special payment arrangements
• Keep audit trails of all payment activities

By following these comprehensive guidelines and maintaining proper procedures, you can effectively manage invoice payments in Sage 100 while ensuring accuracy and maintaining proper financial controls. Regular review and updates of these processes will help optimize your accounts payable operations and maintain strong vendor relationships.

Citations: [1] https://www.dwdtechgroup.com/sage-100-mas-90-200/adjust-an-accounts-payable-posted-invoice-in-sage-100/ [2] https://www.rklesolutions.com/blog/settle-vendor-invoice-paid-credit-card-sage-100 [3] https://help.ebizcharge.com/2024/03/15/dont-delete-ebizcharge-for-sage-100-user-guide-updated-copy/ [4] https://www.youtube.com/watch?v=v4z9l9eapog [5] https://support.paya.com/44627-sage-100/video-how-to-process-a-credit-card-payment-against-a-sales-invoice-in-sage-100-erp [6] https://help-sage100.na.sage.com/2024/Subsystems/AP/APMAINFIELD/Manual_Check_Entry_-_Fields.htm [7] https://www.youtube.com/watch?v=lS8pGLGAyTA