Payables questions

The questions clients actually ask about Payables. Each answer is short and ends with the page that goes further. The table at the end lists every refusal message.

Why can't I find my vendor on the invoice?

The Vendor list on invoices, memos and settlements shows only vendors released into this company, not blocked, and with a Currency on their company record. Give the vendor a Currency on Release Vendor In Legal Entity.

Can one invoice cover several purchase orders?

Yes, when its Transaction Journal allows several purchase orders. Otherwise the Purchase Order field is required and the invoice covers one. See Vendor Invoice.

Can I invoice part of a receipt?

Yes. Lower the Quantity. The rest stays open for a later invoice. You cannot invoice more than was received and not yet invoiced.

Can I change the price on an invoice against a receipt?

Only when Is Price Can Enable is ticked in Account Payable Setting. The difference to the receipt revalues the stock.

Does the system stop an invoice priced above the order?

No. The price tolerance screens record percentages, but nothing checks invoices against them. See Price Tolerance.

Can the same vendor bill number be entered twice?

No, not for the same vendor, unless the first invoice was reversed or rejected.

What is the difference between Park and Posted?

Park saves without posting; it can still be edited or deleted and is not offered for payment. Posted posts and locks it. Batch Posting posts parked documents in one go.

How is the due date worked out?

Baseline Date plus the days of the payment term's first line. Further instalments add their days on top. See Payment Term.

Can a payment term have a fixed amount instalment?

No. Use percentages and a Balance line.

Does Stop Payment on an invoice stop it being paid?

No. The tick is stored, but payments still list the invoice.

Does putting a vendor On Hold stop orders or payments?

No. The On Hold list is stored only.

How does withholding tax get on a payment?

From the withholding codes ticked Default on the vendor (or its alternative payee), at the rate of the posting date. The vendor's Calculate Withholding Tax tick does nothing. See Deduct withholding tax.

Can I pay an invoice in a different currency from the invoice?

No. A payment lists only invoices in its own currency.

Can I pay several vendors in one payment?

No. A payment has one payee. Use Batch Posting to post many payments together.

How do I use an advance against an invoice?

On Vendor Settlement, or as a negative line on the invoice payment.

Can I void a spoiled cheque leaf?

Not today: ticking Void needs a Void Date that the screen does not let you type. See Instrument Number Setup.

Is there a payment schedule or payment day logic?

No. Payment Schedule and Payment Day are recorded only. Use payment term lines.

Where is the Account Payable Setting in the menu?

It is not in any menu today, and neither is Aging Period. Ask your administrator to open them by screen code or add them to the menu.

If something looks wrong

Message	Cause	Fix
Same Vendor Invoice: ... already exists against vendor: ...	The bill number is on another invoice of the vendor	Check for a duplicate
Invoice Date: ... cannot be greater than Baseline Date: ...	Baseline before invoice date	Move the Baseline Date
Vendor Invoice No cannot be Empty	No bill number	Type it
Payment Term cannot be Empty / Payment Method cannot be Empty	None on the document or vendor	Set them on the vendor
Exchange Rate cannot be zero / Exchange rate cannot be zero or negative	No rate for the date	Enter the rate
Purchase Quantity cannot be zero / Inventory Quantity cannot be zero	A zero line	Fix or remove the line
Invoice Lines - Line ID: ... - Gross Price cannot be less than zero	No price	Type the price
Invoice Lines - Line ID: ... - Gross Price should be zero	A free-of-charge line with a price	Set price to zero
Invoice Lines cannot be empty	No lines	Add lines
Line ID: ... - Sales Tax is Duplicating	The tax group gives two sales taxes	Fix the tax group
Invoice has been stopped for Purchase Order: ...	Invoicing blocked on the order	Unblock it in purchasing
Basic Data - Line ID: ... - is in Quality Inspection	Goods held by inspection	Finish inspection
Invoice Lines - Item ... is not in Receiving: ...	Line not on that receipt	Pick it from the lookup
... Purchase Quantity: ... cannot exceed Balance Quantity: ... in Receiving: ...	Over-invoicing	Lower the quantity
Line ID: ... - Account ... exceeds budget funds available by ...	Over budget	Raise or override the budget
Please apply header cost elements to line	Item-ledger cost element not spread	Press apply
Line ID: ... - Cost Element ... amount cannot be zero	A zero cost element	Fix the allocation
Invoice Lines - Line ID : ... Cost Element ... Debit Account cannot be Empty (or Credit Account, Currency, Allocation Base, Allocation Value, Exchange rate)	Incomplete cost element	Complete it
Item Information Line ID: ... - Net Weight cannot be zero or negative (or Volume, Purchase Quantity, Net Amount, Assessable Amount)	Allocation base needs that value on every line	Fill it or change the base
Cost Revaluation journal is not defined in Account Payable Setting	No revaluation journal	Set it
Payment Term ... is not defined correctly. Schedule not calculated	A zero instalment	Fix the payment term
Condition not defined in payment term	Empty payment term	Add lines
Posted Transactions cannot be changed.	Editing a posted document	Reverse it
Posted invoice cannot be deleted	Deleting a posted document	Reverse it
Invoice: ... cannot be deleted / reversed. Following Payments have been raised against it: ...	Payments exist	Reverse the payments first
Invoice: ... cannot be reversed. Following Return Orders have been raised against it: ...	A return order refers to it	Deal with the return first
Only Posted Vouchers can be reversed	Reversing a parked document	Edit or delete it
Reverse Date: ... cannot be less than Posting Date: ...	Reverse date too early	Pick a later date
Reverse Date cannot be less than Payment Reverse date ...	Earlier than the payment reversal	Pick a later date
Memo has been stopped for Return Order : ...	Memos blocked on the return	Unblock it
The posting date should be the current date.	Digital-invoice memo	Post it today
Line ID: ... HS Code is Rquired for Authority Portal	Digital-invoice memo line without HS code	Set the HS code
Un Posted Number Range is not configured in Journal	Parked digital-invoice memo	Set the unposted range on the journal
This Document is Linked with Digital Invoice, you cannot reverse this Invoice	Sent to the tax portal	Raise an opposite document
No clearings have been found.	Nothing open to pay	Check currency, posting status, date
Net Payable Amount: ... has to be paid in Payment Through, entered: ...	Through lines do not total	Correct the amounts
Net Payable Amount: ... cannot be negative.	Credits exceed the payment	Clear fewer memos
Payments for Transaction Journal ... must be created against a Payment Request.	Request-only journal	Pick the request
Clearings - Line ID: ... Clearing Amount: ... cannot exceed Balance Amount: ...	Too much cleared	Lower it
Clearings - Line ID: ... - ... is already fully paid. / fully settled.	Already paid	Remove the line
Clearings - Line ID: ... Clearing Amount: ... cannot exceed Payment Request Balance Amount: ...	More than requested	Lower it
Line ID: ... Vendor is not Mathcing with Invoice	Another vendor's invoice	Remove it
Clearings - Line ID: ... - Account cannot be empty	Advance line without account	Pick the account
Clearings - Line ID: ... - Clearing Amount cannot be zero or negative	Zero advance line	Type the amount
Adjustments - Line ID : ... - Adjustment Account cannot be empty	Adjustment type without account	Fix the type
Payment Fee - Line ID : ... - Account is not configured on Payment Fee: ...	Fee without account	Fix the fee
Payment Through - Line ID : ... - Payment Method cannot be empty / Payment Through Account cannot be empty	Incomplete through line	Complete it
Withholdings - Line ID : ... - Withholding Taxcode cannot be empty / Withholding Amount cannot be empty	Incomplete withholding line	Complete or remove it
Withholding Line cannot remove as withholding payment created.	Its tax was paid over	Leave it
Payment: ... cannot be deleted / reversed. Following Bank Transaction have been raised against it: ...	Bank transaction exists	Reverse it first
Payment: ... cannot be reversed. Following Withholding Payment Request have been raised against it: ...	Tax requested for payment	Reverse that first
Payment Request - Transaction Journal (...) is not configured or not allowed for Payment Request processing.	Wrong journal	Use a request journal
Payment Through Mandatory	Request without method	Add one
No payment request row is selected. Please select at least one row.	Nothing ticked	Tick lines
This Payment Request is blocked and can no longer be changed.	Blocked	Unblock or raise a new one
Cannot block this Payment Request because a Payment exists against it that has not been reversed.	Paid	Reverse the payment
Line ID: ... - Transaction Cleared Amount must be negative for ... lines	Settlement memo line positive	Make it negative
Line ID: ... - Transaction Cleared Amount cannot exceed the outstanding Balance Amount (...)	Over-settling	Lower it
Need at least one Invoice and one Memo/Advance with an available balance to net	One side missing	Nothing to settle
Date From cannot be greater than Date To	Batch dates swapped	Swap them
Basic Data Lines cannot be empty	Empty batch	Add documents
Line id: ... Already	Cheque already released	Remove the line
Either Total percentage should be 100 OR Add Balance Due Condition	Payment term incomplete	Add Balance
Balance should be on the last line. / Balance can only be set once	Payment term order	Fix the lines
Accounts - Only one Account can be marked as default	Payment method	Untick the others
Accounts Data cannot be empty	Payment method without accounts	Add one
Value Drive From cannot be empty	Cost element	Pick it
Cannot save both Account layer with Item Ledger / Vendor Ledger	Cost element	Change one side
Similar Vendor No. already exsists	Vendor number taken	Use another
Vendor already exists with this name: ...	Duplicate person vendor	Use the existing one
You cannot change Foreign Vendor Checkbox, Purchase Order is already created	Vendor ordered from	Leave it
Registration - Registration Authority ... of Registration Group ... is mandatory	Vendor group requires it	Add the registration
Line ID: ... - Person / Mobile / Phone / Email is mandatory.	Vendor group requires it for that address purpose	Fill it
Please mark at least one alternative payee vendor as default.	Alternative payees without default	Tick one
Auto Invoice Transactional Journal cannot be empty	Setting incomplete	Pick the journal
Line ID: ... - Please insert Void Date	Voiding a cheque leaf	Not possible today
Account is not configured in Posting Profile ... against Post Key ...	No account for the vendor group	Fix the posting profile