Working with 4-Accounts Payable > 4-4 Vendors (Accounts Payable) > Secondary Payees

Secondary Payees

The Secondary Payees window provides a way to add secondary payees to invoices. Secondary payees are most often involved with subcontractor invoices because they have sub-vendor suppliers who have lien rights to the project. It is critical to ensure that these suppliers get paid. The use of two-party checks provides this assurance.

There are several ways to enter the secondary payees. You can do so when you enter a new subcontractor’s invoice in the 4-2 Payable Invoices/Credits window by entering the name and amount payable to each supplier in the Secondary Payees window. You can also add one or more secondary payees to existing vendor invoices.

You will notice upon looking at the Secondary Payees window that it has three main parts: the grid, the vendor line, and the totals line.

Grid Columns

Description

Secondary Payee

The name for the second party that will appear on the two-party check.

Amount

The total amount that should be paid on two-party checks to the payee.

Paid

The total amount of payment made to this payee. This column is not editable.

Balance

The Amount minus the Paid as calculated by Sage 100 Contractor. This column is not editable.

To Pay

The amount scheduled for a two-party check. This column allows you to enter or edit the amount.

The vendor line appears under the grid. The information in the vendor line reflects information related to the grid columns for the vendor on the invoice.

Vendor Line

Description

Vendor Name

Displays the vendor name and the invoice information that applies directly to the vendor.

Amount

The amount is reduced as entry is made in the Amount column in the grid. In other words, the vendor receives whatever funds remain after the secondary payee(s) are paid.

Paid

The total amount of payment that has been made directly to the vendor.

Balance

The Amount minus the Paid. It is likewise adjusted whenever the Amount on this line changes.

To Pay

The amount scheduled for payment directly to the vendor. This text box allows you to enter or edit the amount.

The totals line appears under the double line and reflects the entire invoice. The To Pay total reflects the sum of all To Pay amounts on this window. Upon saving it is sent back to its corresponding field at the bottom of the 4-2 Payable Invoices/Credits window.

Retention values are not reflected on this window. Retention that is entered on 4-2 Payable Invoices/Credits is held against the vendor’s balance. You cannot hold a portion of the invoice retention against a secondary payee. However, you can pay 90% on one check and the remaining 10% on a later check.

Discounts are not reflected on this screen. They are applied against the vendor’s balance. You cannot apply a portion of the invoice’s discount against the balance of a secondary payee.

After saving the information in the Secondary Payees window and subsequently the 4-2 Payable Invoices/Credits window, the next logical step could be to print and post the checks using the 4-3 Vendor Payments window. You will notice that the single invoice appears in the grid as multiple lines with the second payee lines directly under the vendor's portion. When you sort the grid, these lines stay together.

Here is an example. Suppose you subcontracted the electrical work on the construction of a home. Upon completion of the job, the subcontractor sends an $8,500 invoice, the amount of the contract. The invoice lists three suppliers and the associated costs: a materials supplier—$2,000; a lighting supplier—$1,500; and an equipment supplier for a backhoe to perform ground work—$300. To ensure that each of the subcontractor’s suppliers is paid, you can print a two-party check for each supplier.

When you print checks from the 4-3 Vendor Payments window, Sage 100 Contractor prints four checks based on the amounts in the Secondary Payees window. A check to the subcontractor and materials supplier for $2,000; a check to the subcontractor and lighting supplier for $1,500; a check to the subcontractor and equipment supplier for $300; and a check to the subcontractor for $4,700, which is the vendor’s portion that is not attributed to a second payee.

Notes:

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:

Adding secondary payees to existing payable invoices

Note: You can add secondary payees as long as the amount does not cause the vendor’s balance to become negative.

In your contracting work, you receive and enter a payable invoice from a existing vendor for subcontract work. You enter and save the invoice, which exists in your database with a record number. Subsequently the contractor informs you that a portion of that invoice should be paid as a two-party check to one of the vendor’s suppliers. Use the following procedure to handle this situation.

Increasing amounts payable to second payees

Important! You can increase the amount payable to secondary payees as long as the amount does not cause the vendor’s balance to become negative.

In your contracting work, you enter and save a payable invoice from a vendor for their work. The invoice is to be paid with one check going to the vendor in addition to a two-party check going to one of their suppliers. The vendor requests that you increase the amount of the two-party check. Use the following procedure to handle this scenario.

Decreasing amounts payable to secondary payees

Important! The amount to be paid to secondary payees cannot be decreased to less than the amount already paid.

In your contracting work, you enter and save a payable invoice from a vendor for their work. The invoice is to be paid with one check going to the vendor in addition to a two-party check going to one of their suppliers. The vendor requests that you decrease the amount of the two-party check. Use the following procedure to handle this situation.

More resources

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