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Adding secondary payees to existing payable invoices

Increasing amounts payable to secondary payees

Decreasing amounts paid to secondary payees

About accounts payable retention

About 4-3 Vendor Payments

Entering payable invoices that include secondary payees

In your contracting work, you receive a payable invoice from a new vendor for their work. Part of the invoice is to be paid as a two-party check to one of their suppliers. Use the following procedure to handle this situation.

Notes:

  • You must manually click the Wk/Comp button and the Use Tax button in order for the record to calculate the vendor's workers' compensation rate and use tax rate. You can set up the use tax rate and the compensation rate on the Invoice Default tab of 4-4 Vendors (Accounts Payable).

  • Payable invoice status can be: 1-Open, 2-Review, 3-Dispute, 4-Paid, or 5-Void.
  • Payable invoices can have two different types: 1-Contract and 2-Memo.
  • Payable invoices can be saved as: Save, Save/Set To Pay, and Save/Autocost.
  • If you enter an invoice using information from a purchase order, the sales tax will automatically default into the invoice. You can choose to deactivate the automatic sales tax feature and to enter the sales tax manually.

To enter a payable invoice that includes a secondary payee:

  1. Open 4-2 Payable Invoices/Credits.
  2. Do the following:
    1. In the Invoice# box, enter the invoice number.
    2. If the invoice is for a purchase order, in the Order# box enter the purchase order number.
    3. If the invoice is for a subcontract, in the Contract# box enter the subcontract number. You can turn on an option to verify the contract balance against the invoice.
    4. In the Vendor box, enter the vendor number.
    5. In the Job box, enter the job number.
    6. If the job uses phases, enter the phase number in the Phase box.
    7. In the Description box, enter a description.
    8. In the Invoice Date box, enter the date of the invoice.
    9. In the Due Date box, enter the invoice due date.
    10. In the Discount Date box, enter the discount due date. This is the last day by which the vendor can receive payment for you to receive a discount.
    11. In the Shipping# box, enter the shipping tag or ticket number.
    12. In the Reference# box, enter an invoice or credit number to apply this entry to.
    13. In the Status list, click the invoice status.
    14. In the Type list, click the invoice type.
  3. In the grid, for each item:
    1. In the Description cell, enter a brief statement about the item.
    2. In the Price cell, enter the price per unit.
    3. In the Account cell, enter the ledger account number.
  4. Below the grid, in the Discount box, enter the discount for early payment. By default, Sage 100 Contractor calculates the discount amount using the rate from the vendor record.
  5. In the Retention box, enter the amount of retention. By default, Sage 100 Contractor calculates the retention (if applicable) using the rate from the subcontract, which is found on 6-7-1 Subcontracts.
  6. Click the Secondary Payees button. The Secondary Payees window opens.
  7. In the Second Payee column, enter the name of the secondary payee.
  8. In the Amount column, enter the amount payable to the secondary payee.
  9. Click the Save toolbar button, which saves your entries and closes the window.
  10. When considering Workers’ Compensation rates and use tax:
    1. If the vendor is set up with a Workers’ Compensation rate, and you want it to be calculated with this record, click the Wk/Comp button.
    2. If the vendor is set up with a use tax rate and you want it to be calculated with this record, click the Use Tax button.

    Important! You have to manually click the Wk/Comp button and the Use Tax button for the record to calculate the vendor's Workers' Compensation rate and use tax rate. You can set up the use tax rate and the Workers' Compensation rate on the Invoice Details tab of 4-4 Vendors (Accounts Payable).

  11. In 4-2 Payable Invoices/Credits, click Save.