Pay Insurance Invoice Page

Use the Pay Insurance Invoice page to pay, change, void, or split an insurance invoice.

How to access this page

To access the Pay Insurance Invoice page:

From the Sagitta Home Page, click Accounting > Accounts Payable > Payments.
Select Pay Insurance Invoice.

Completing this page

The Pay Insurance Invoice page includes the following sections and grids.

Use the top section to enter general data information about the vendor and invoice.
Use the G/L Accounts grid to enter the accounts in the general ledger to which you want to post the invoice.
Use the Plan field to set up an installment plan for the invoice. The system automatically computes the installment amount and payment date.
Use the Split to Invoice grid if you need to set up an installment plan for a specific payable. You can also use this section to split a payable record (for making a partial payment.) The system automatically computes the installment amount and payment date.

If the Change Address button displays,

Click on the button to display the Address Options Dialog Box for the selected vendor.
Select the name / address or, if personalized, enter a new name / address that will be used when this check is issued. The selected name / address will pre-fill to the right of the Vendor Name / Address field in display mode as a reference to the name / address that will be on the check.

The button will NOT display if the selected vendor does not have multiple addresses. If a vendor name / address is selected and a bank code is NOT entered, the selected vendor name / address will be deleted upon the page save. It will need to be selected when the payment record is created which occurs by entering a bank code and saving the page.

Use the Payment Information section to enter the invoice payment data.
You can use the optional Comments section to input check comments that appear on the check voucher. These comments also appear on the check if you are using computerized checks.

Field Descriptions - Top Section

Division No. - pre-fills based on the signed-on user's staff code. This field includes a Search feature for selecting another valid division.

Vendor Code - used to enter the producer or company whose payable you are accessing. This field includes a Search feature for selecting a valid producer/company vendor code.

Invoice No. - Type a valid invoice number and click Load. You cannot leave this field blank because this program does not create a new transaction.

Invoice Amount - the invoice total, in dollars and cents.

Status - pre-fills, based on the vendor, with Released or Hold if the payable is open. Click the drop-down list to change the status.

If the payable status is Paid or Void, you cannot access this field.

Invoice Date - pre-fills based upon the payable record input.

Per. End Date - indicates the last calendar day of the period when the invoice is due. pre-fills based upon the payable record input.

Credit Terms - pre-fills based upon the vendor code. The system uses this date, combined with the Invoice Date, to pre-fill the Payable Date. This field includes a Search feature for selecting a valid credit terms code.

Payable Date - indicates the date that the invoice is due for payment. pre-fills based upon the payable record input. You can override this date. This field includes a Search feature for selecting a date from the calendar.

Req. 1099? - indicates if the invoice is included on the 1099 report for this vendor. pre-fills based upon the payable record input. Click the drop-down list to select Yes or No.

A/P G/L No - the Expenses Payable account set up in the Liabilities section of the General Ledger Chart of Accounts. pre-fills based upon the payable record input.

Policy No. - the insured's policy contract number. pre-fills based upon the payable record input.

Batch No. - the batch number. pre-fills with the Client Code, based upon the payable record input. Use this field if you are grouping several invoices together for one payment.

Inv. Remarks - use this free-form field to enter additional comments about the invoice.

Field Descriptions - G/L Account Grid

GL Account# - the expense account (s) to which you want to post the invoice. pre-fills with the general ledger expense account set up in the Vendors file. You can override this field.

GL Amount - the total invoice amount that you are posting to the general ledger expense account. Enter the amount in dollars and cents.

The Plan field

Plan - indicates the installment plan code for the invoice. This field is required if you are paying the invoice on installments. The system automatically calculates the payments dates and installment amounts. This field includes a Search feature for selecting an installment plan.

Field Descriptions - Split to Invoice grid

You must complete the following fields on the Split to Invoice grid if you want to split the payable one line at a time.

Sub - a one-character (usually, A, B, C, etc.) alpha-only field to indicate the subset of the payable.

Split% - the percentage of the total payable you want to apply to this payable line. The system pre-fills the Invoice Amt field automatically after you enter the Split percent.

Inv. Date - the calendar date that you want to invoice this payable line. This field includes a Search feature for selecting a date from the calendar. The system pre-fills the Per. End and Pay Date fields automatically after you enter the Inv. Date.

Field Descriptions - Payment Information Section

Bank Code - the system code for the bank account used when paying the invoice. This field includes a Search feature for selecting a valid bank code.

Check No. - the (usually pre-printed) check number used for paying the invoice.

Check Date - the calendar date for the invoice check payment. This field includes a Search feature for selecting a date from the calendar.

Check P. E. - the last calendar day of the month that includes the check date. This field includes a Search feature for selecting a date from the calendar.

Check Comment - free-form field used to input check comments that appear on the check voucher. These comments also appear on the check if you are using computerized checks.

Vendor Name / Address – A “Change Address” button will display below this field upon the selection of the vendor IF that vendor has multiple addresses personalized.

Click on the button to display the Address Options Dialog Box for the selected vendor.
Select the name / address or, if personalized, enter a new name / address that will be used when this check is issued. The selected name / address will pre-fill to the right of the Vendor Name / Address field in display mode as a reference to the name / address that will be on the check.

The button will NOT display if the selected vendor does not have multiple addresses.

Buttons

Click	To
Load	select an existing payable record.
Save or ALT + S	store the transaction record after you input all required field data and the Invoice Amount equals the G/L amount. You are prompted "Do you want to print this check immediately?".
Quit or ALT-Q	exit the current transaction. If this is a new transaction, the system does not save the data input.

Grid Buttons

The GL Accounts and Split to Invoices grids include the following buttons.

Click	To
Add	add a line to the grid.
Edit	change any pre-filled data on a line in the existing table. You must first select the line by clicking it.
Delete	remove a line of data from the existing grid. You must first select the line by clicking it.
Print	print a copy of the data grid.