AP Payment Processing

Purpose

Use this procedure to create, print and post invoice payments, manual payments, and miscellaneous payments.

Process Summarized

  1. Create Group
    1. Select ‘New Group’
    1. Enter group ID,
    1. Select Bank.
    1. Select Payment date.
  2. Create Invoice payment,
    1. From the new menu select ‘New Invoice Payment’ or from overflow menu, click “select Invoices”,
  3. Print edit list
    1. Select ‘print edit list’,
  4. Post group
    1. Select ‘Post’

Payment Entry

Menu Path

  • Financial Management/Accounts Payable/General Operations/Payment Entry
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Creating New Group

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Steps

  1. Click on the New Icon b9d3cba1 d438 49b3 af21 3e18574eb099 - AP Payment Processing.
  2. Enter the group id or search for an existing group, and then press the TAB key.
  3. Select Bank Account:
    1. Use the drop down and select the bank account that this payment group will be drawn from.
  4. Enter a Payment Method.
    1. This will be how you are going to be paying the invoices that will be selected for this group.  If paying by check select your AP Check Payment.
  5. Enter the Payment Date:
    1. Enter the date that you would like to make these payments on.
  6. Click Save. b92cdc9c e010 4125 84b5 ea2ddb1ae05a - AP Payment Processing

System Picks Invoices need Payment

Steps

  1. From the overflow menu 28ae739f 2a10 451a 8227 c59974a91948 - AP Payment Processing, click on Select Invoices.
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  1. The Select Invoices window displays
    1. Click on Filter if thee is no record in the list.
    1. Select “Include Invoices without payment method” check box and click ok.
    1. This will result with all the open invoices.
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  1. Due Date: Enter the latest due date for invoices that you want the selection routine to consider.  Using the above screen print, all invoices due on or before 6/9/2014 will be considered by the selection routine.  The system date defaults into this field but can be overridden if necessary.
    1. Consider Discount Dates: If you have terms with any vendors that allow for a prompt payment discount and you want to take those discounts, check the Consider Discount Dates check box.  Checking this box will cause the selection program to look at invoices that are within the prompt payment window but whose due date falls beyond the Due Date field value.
    1. Include Invoice without Payment Method: Selecting this checkbox will allow the selection process to pick up invoices that have suppliers that do not have a payment method setup on them.  The payment method is not a required field when setting up suppliers, so it is recommended that you check this check box unless you have intentionally not set suppliers payment method so that you have to manually select those suppliers invoices.
    1. Click the OK button 019173a2 0360 410b 9548 bbfd875fd22c - AP Payment Processing and the Invoice Payment Selection window displays.  This display is a listing of all the invoices that meet the selection criteria.  In the Selection Totals section of the screen, you will see displayed the total amount of invoices selected by the system in the Candidates field, the amount of invoices you have chosen to pay from this selection list in the Selected field and the amount of the remaining invoices in the selection list that you have not selected to pay in the Remaining field.
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  1.  
  2.  
  3. To pay an invoice from the selection you can:
    1. Click on the Select All 7ae43b4c c188 4711 91c4 2f8c09cf38ee - AP Payment Processing to select all the invoice candidates.
    1. Hold down the CTRL key and left mouse click on the invoice(s) you want to pay in this payment group.
  4. Click OK after you have selected all the invoices that you are going to process.  Invoices that have been selected will now display in the AP Payment Entry Current Payments In Processsection.
  5. Click Save dbcd5bfa bcfe 408c bec1 a46aaad40189 - AP Payment Processing
  6. If you have no other invoices that you want to pay go to the section ‘Pay the Selected Invoices’.
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User Picks Invoices for Payment

Steps

  1. Navigate to the Group in AP Payment Entry Screen.
  2. Click on New 1c930a71 d315 4952 b700 2d8750cbc23a - AP Payment Processing 
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  • Select the supplier which you would like to pay by entering the Supplier’s ID in the Supplier field or select it using the Supplier search button.  430ee3b2 2a2f 4e75 8fbd ae2efb37cead - AP Payment Processing
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  • Navigate to Invoice payment and select New Invoice Payment.
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  • Select the invoice to pay by entering the invoice number in the Invoice field or use the invoice lookup button to select one.
  • Click Save.
  • Repeat this process for each invoice that you would like to manually select.

Process Miscellaneous Payments Unrelated to A/P Invoices

Steps

In certain scenarios, you may wish to process a payment that is unrelated to an A/P invoice.  As an example you write a physical check for $100.00 to pay for office supplies to a supplier who does not exist in the Supplier Master file. 

  1. Navigate to the Detail Screen on the AP Payment Entry Screen.
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  • From the New menu, select New Payment.
  • In the Name field, enter the company name that you wrote the check to.
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  • Click Save c206081b eabe 444f 9b11 77db09b3e741 - AP Payment Processing
  • Navigate to the Miscellaneous Payment Detail sheet.
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  1. Select New Misc. Payment 36cc4305 9f57 4c25 8374 6fd937a573c6 - AP Payment Processing
  2. In the Payment Amount field, enter the amount of the payment.  Example: 100.00
  3. In the Description field, enter the description of this payment.  Example: Office Supplies.
  4. Click on Save. GL account will be populated by default.
  5. In the Account field, enter the GL account that you want this payment charged to or right click and select Open with – General Ledger Search.
  6. Click Save. 3624a89a 3794 4dd9 81a3 2f8a6ff547f9 - AP Payment Processing

Pay the Selected Invoices

  1. From the overflow menu ba796d1e 40a7 412b 958e 20cda3ff4194 - AP Payment Processingselect Process Payments.  The Process Payment window displays.
    1. The Payment Date, Fiscal Year, Fiscal Period and Bank Account fields default in from the payment group header that you created.  You may change the Payment Date and Bank Account if it is needed.  This is not recommended as your group should be set to the correct date and Bank Account to use.
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  • The Payment number currently loaded field contains the check number that is the sum of the last check number processed against this bank account plus one.  This can be overridden by selecting the Override Payment check box.  If the check number is incorrect and you check the Override Payment check box, the Payment number currently loaded opens up and you may put in the actual check number that you want to start with.
    • Be careful as you may not have a check number in your run that is already used.  The system will take and skip those check numbers and assign the next number that is available.
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                Click Print. c9b5f41e 9cd8 4f04 aa0b f8cad89e89ea - AP Payment Processing 

  • You MUST select a printer in order to print.  If a printer is not available, consider print ot Adobe.
  • Close the Process Payments window.
    • The first payment listed in the Current Payments in Process grid now displays the first payment number.

Print Edit List and Post

  • From the Actions menu, select Print Group Edit List
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  • Click Print Preview to view the report or Print to print it without previewing it on your screen.
  • Review the edit listing.  If you did the Print Preview and want to print it click Print.
  • From the Actions menu, select Post.
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  • There will be a message: Before continuing with the post verify your checks have actually finished printing and that the computer printed check number matches the check forms pre printed number.  OK to Post Group?, Click on Ok.
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  • If the checks have printed successfully and the numbers are correct click Yes. 92a5c024 99bf 4ae6 8dcc aae74cbc15ea - AP Payment Processing
  • The AP Payment Post Process window displays.
  • Click Submit 2c247d55 a593 4093 9659 412c75014636 - AP Payment Processing and close a6f242d0 31eb 485f aadf 548bb7df98a1 - AP Payment Processing the AP Payment Post Process Window.
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