The instructions below outline how the user can approve a partial payment purchase order. When approving purchase orders in this screen, the user can use the <Tab> key to move through the fields.
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Note |
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Partial payment of a purchase order will only be allowed if the user has been assigned the privilege to approve partial payments. See Working with User Management for more information. |
From thePurchasing menu, selectApprove Payment of Purchase Orders.
Click on the Part Pay 
icon in the screen's toolbar.
Click on the Show Invoice History 
icon.
The screen displays three distinct sections as shown:
The top section of the screen displays the list of purchase orders, along with the total purchase order and total invoice amounts. It may be used to continue to approve purchase orders in full during the approval session.
The middle section displays the partial pay details only for the currently selected purchase order, and may be used to approve partial payments during the approval session.
The bottom section displays the invoice history, listing previous partial payments that have been processed on the selected purchase order in the top section.
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Notes |
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Once the Part Pay |
Accept the Default Completion Date, or click on the 
drop-down menu to select an alternative date in the drop-down calendar.
Accept the Default Accounting Date or click on the 
drop-down menu to select an alternative date in the drop-down calendar.
If the Default Accounting Date is to be applied to all approved invoices during the current application session, click on the 
Apply Default Accounting Date to All Approved Invoices icon.
If tracking invoices by draw numbers, enter the appropriate draw # in the 
Draw # field.
If the draw # is to be applied to all approved invoices during the current application session, click on the Apply Draw # to All Approved Invoices icon.
Select either of the following payment methods explained in the following instructions, partial payment by line item or partial payment approval by invoice net amount.
Select the purchase order to approve.
Within the top section of the screen, click on the specific purchase order number. The line item detail for the selected purchase order will now display in the Part Pay Details section in the middle of the screen.
To select the line item to be approved, click on the line item. The entire line will now be highlighted.
Select the appropriate amount to approve.
To approve the remaining balance of the selected Line Item, click on theline item. then click the Approve Remaining checkbox for that line item. The total purchase order amount for the line item will now display as the Invoice Net for the line item.
To approve a specific dollar amount, click on the line item, then click in the Invoice Net field on the line item, and type the amount in the Invoice Net field. Press Enter.
As the user enters information on each line item in the Part Pay Details section, the approved percentage will automatically calculate and will display in the % Approved to Date field for the line item, as shown above. The invoice net total amount will be incremented in the Part Pay Details screen. The Invoice Net Amount field for the selected purchase order in the top section will also be incremented to reflect the total of the approved amounts on each line item.
In the top section of the screen click in the Invoice Net Amt field for the specific purchase order.
The cursor will be flashing in the Invoice Net Amt field, and the line item detail for the selected purchase order will now display in the Part Pay Details section in the middle of the screen.
Enter the total amount of the partial payment in the Invoice Net Amt field, and press the Enter key.
Enter the invoice number for this purchase order, if available, in the top section of the screen. The invoice number is used to track the payment through the Sage Timberline® Office Accounts Payable system.
If an invoice number is not entered, the program will autofill this field for tracking purposes.
The first partial payment invoice will autofill the invoice number with the Purchase Order number.
Subsequent partial payment invoices will autofill the invoice number with the Purchase Order number followed by an incrementing alpha character (i.e. a,b,c).
The Invoice Date, Invoice Net Amount, Invoice Tax (if applicable), Payment Date, Discount Date, Discount Amount (if applicable) and Accounting Date fields autofill.
Click Save.
Or, click Cancel.
The approval information will remain within this screen until the Send to Timberline Accounting process is run.
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Date Completed |
This is the date the scheduling activity was completed or the date the purchase order was approved for payment. If the Approve Remaining checkbox is selected, this field defaults to the current date. |
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Invoice Date |
This date defaults to the default completion date from the Approve Payment of Purchase Orders screen. The user can overwrite this date as necessary. |
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Payment Date |
Date the invoice is due to the supplier |
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Discount Date |
Date the invoice must be paid by in order to have the discount applied |
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Accounting Date |
This date controls which General Ledger period in Sage Timberline Accounting that cost is posted to. |
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Approved To Date |
Total dollar amount of invoices approved for payment for the purchase order. |
Approve Purchase Order in Full
Change Accounting Date on Approved Invoice