How to Pay a Vendor Without an Invoice

A manual payment is for when you need to pay a vendor immediately and there is no existing bill: a quick check, a cash reimbursement, or a one-off charge. In one save NolaPro creates the vendor bill, marks it paid by the method you choose, records the payment, and posts the general-ledger entries. There is no separate approval step. The flow is two pages: a header that captures who and how much, and a distribution page where you split the amount across GL accounts.

Requirements

This workflow can use the Cost Codes For AR/AP and Special Check Size With GL On Stub features.

Step 1: Enter the Payment Header

Where: Expenses -> Checks -> Manual Payments

1) Choose the Vendor Name and enter an Invoice # to identify the payment (it is checked for duplicates against that vendor).

2) Enter the Total, adjust the Discount Amount if any, and choose Pay How (Cash, Check, Credit Card, or ACH/EFT).

3) Set the Payment Date and the Bank Account the money comes from.

4) For a 1099 vendor, set Not For 1099 if this payment should be excluded from 1099 totals.

5) Submit to open the distribution editor.

Step 2: Distribute the Amount and Save

Where: Manual Payment — line distribution

1) Enter a Description, and for a paper check confirm the Check # and Signatory.

2) Distribute the Amount across one or more GL Account lines; the line total must equal the payment total minus any sales tax.

3) Optionally expand Attached Files to store the receipt or supporting document.

4) Click Complete Payment (it activates only when the lines balance) to record the bill, the payment, and the GL postings together.

Notes

• Everything happens in one transaction; the bill is created and paid at once, with no separate approve step.
• Check is the only method that produces a printable check; Cash, Credit Card, and ACH/EFT are recorded as paid for reference only, with no further automated processing.
• The Check # defaults to the bank account's last-used number plus one and is updated on save.
• An Alternate Pay-to Name can be supplied for a paper check without changing the vendor record.
• A back-dated payment in a company that blocks back-dating triggers the standard warning.
• GL entries post to the Payables, discount, and per-line GL accounts on the payment date (or today, per company configuration).