Enter a Cash Purchase and Print Checks
A cash purchase can either be a check that you write to a vendor or other payee that you have not entered a purchase for, or it can be a purchase for which you have actually paid cash. A cash purchase needs to be applied to expenses.
- From the Tasks menu, do one of the following:
- Enter or select the vendor ID that you want to pay. To display a list of existing vendors, type ? in this field, or select the Lookup button. Or, press ENTER to skip the Vendor ID field, and type in the name in the Pay to the Order of field.
- If you want to print a check, leave the Check # field blank. If you paid cash for the purchase, enter CASH01, CASH02, and so on.
-
In the Payment method field, select Cash.
Tip: Clicking the Payment method link will take you to the Vendor Defaults screen where you can add, edit, or delete payment methods.
- If you chose a vendor with existing invoices, select the Apply to Expenses tab.
-
Enter the line items on the payment the same way as you do in Purchases/Receive Inventory.
Tip: If the Apply to Expenses tab is in focus, you can just enter an amount in the Payment Amount field and Sage 50 will automatically populate the Apply to Expenses tab for you. This is useful if you don't need to enter any details about the payment in the line items.
- If you need to enter retainage that you are withholding from this vendor, select the Apply to Expenses tab and enter a new line item, specifying Retainage as the description, selecting an appropriate Payable Retainage account, and entering the amount of retainage in the Amount field as a negative number. This will ensure that the amount is subtracted from the total and that the retained amount is tracked properly.
- If you want to print the check, select the Print button. Otherwise, select the Save button to record the payment.
If the line item contains serialized inventory, you
will need to either add or select serial numbers for the item(s). Select
the line item with the serialized inventory item, then select the Serial No button to enter or select
serial numbers. Either the Serial Number
Entry or the Serial Number Selection
window appears, depending upon whether you entered a positive or negative
quantity. Which window will appear? Enter or
select the serial numbers you need and select OK
when you're finished to return to the Payments window. However, if the
transaction has more than one line item that contains serialized inventory,
you can select the OK/Next button
to save the current entry and move to the next serialized item.
What do you want to do next?
- Look up the current payment status of a purchase invoice
- Pay vendors or enter payments for purchases
- Enter a payment for a manually written check
- Print checks for invoices
- Print 7-inch checks
- Void checks
- Write a check to a customer (refund)
- Record credit card purchases
- Enter a deposit or prepayment
- Enter and apply a credit memo
- Edit a record or transaction
- Perform other accounts payable tasks
- Read an overview of Retainage