To issue checks though the Accounts Payable system, you need to first select
the invoices for payment through the Payment Selection option. You may then
review the selected invoices through the Selection Report. This report shows you
what will be paid when you finally print the checks through the Check Printing
option.
PAYMENT SELECTION
The Payment Selection option allows you to select invoices for payment. You may
also put individual invoices and vendors on hold through this feature. After you
select this option, the following screen appears:
NOTE: If you have a nonvendor invoice to pay, you need to use the Direct Check
or Manual Check options. Refer to Chapter 5 - Direct & Manual Checks for more information.
For a Specific Vendor/Invoice
This payment selection option allows you to individually select each invoice
that you want to pay. You may pay an invoice in full or make a partial payment.
This feature also allows you to put invoices and vendors on hold. The following
screen is used to select individual invoices:
Payment Selection - For a Specific Vendor/Invoice
VENDOR (6 characters) Enter the Vendor Code for which you want to select
invoices. It must be a valid code from the Vendor Master file. Once you enter a
vendor code, the system will display all of this vendor's open invoices. You may
press [F7] to invoke the Vendor Lookup or press [F4] to exit this option.
You may use the and
¯ keys to position the cursor next to the invoice that you
want. Once positioned, you may select (or unselect) the invoice as well as put
it on hold (or take it off hold). You may even put the entire vendor's account
on hold.
Selecting & Unselecting Invoices
To select or unselect an invoice, press the [F1] key - which acts like a toggle
switch. When positioned next to an unselected invoice, pressing [F1] selects the
invoice, and pressing [F1] next to a selected invoice unselects it. Selected
invoices appear as highlighted lines.
GROSS AMT (99999999.99) Enter the gross amount that you want to pay. The default
is the amount due for this invoice.
DISCOUNT (99999999.99) This is the amount of early payment discount that you may
take. The default is based on the payment terms entered for this invoice.
NET AMOUNT (99999999.99) This is the net amount that will be paid for this
invoice. It is displayed by the system based on the Gross Amount and Discount
Amount.
After you have selected all the invoices that you want for this vendor, press
[F4], and the following prompt appears:
Correct? (Y/N)
Enter Y to exit this vendor and continue selecting invoices for other vendors,
or enter N to go back and make changes to this vendor.
Putting an Invoice on Hold
The system indicates an invoice that's on hold by displaying HLD to the left of
the invoice number. You are not
allowed to pay an invoice that is on hold. Use the [F2] key to put an invoice on
hold or to take it off hold. This key acts as a toggle switch to turn on and off
the "On Hold" status.
When you put an invoice on hold, the following window appears:
Invoice Status Window
INVOICE (10 characters) This is the Invoice Number that is being placed on hold.
It is displayed by the system.
AS OF (mm/dd/yy) This is the date that you are putting this invoice on hold. The
default is the current date. You may press [F1] for today's date.
REASON (45 characters) This is an explanation of why this invoice is on hold.
If you press [F2] and the invoice is already on hold, the following prompt
appears:
Do you really want to TAKE THIS INVOICE OFF HOLD? (Y/N)
Enter Y to take this invoice off hold and to remove the reason that it was on
hold. Enter N to keep the invoice on hold. You then are allowed to change the on
hold information for this invoice.
Changing the Vendor Status
The entire vendor may be placed "On Hold" or marked "Inactive". Once you have a
vendor on your screen, you may press [F5] at any point to invoke the following
Vendor Status Window:
Vendor Status Window
ON HOLD? (Y or N) Placing a vendor "On Hold" allows you to adjust any existing
invoices, but prevents you from entering any new invoices or making any payments
to the vendor. This status allows you to temporarily suspend all business with a
vendor - including (and especially) paying a vendor.
INACTIVE? (Y or N) Making a vendor "Inactive" allows you to continue making
payments to existing invoices, while preventing you from entering any new ones.
This status is primarily used when you want to permanently discontinue doing
business with a vendor - even though you still have outstanding transactions
that need to be processed.
AS OF (mm/dd/yy) This is the date that you put the vendor on hold or marked them
as inactive. The default is the current date. You may press [F1] for today's
date.
REASON (45 characters) This is an explanation of this vendor's status.
For Invoices Due By __/__/__
This payment selection option allows you to automatically select all invoices
that are due - or have a discount due - by a specific date.
DUE BY (mm/dd/yy) Enter the date to be used for selecting invoices based on
their due dates. The default is the current date. You may press [F1] for today's
date.
DISCOUNT (mm/dd/yy) Enter the date to be used for selecting invoices with
discounts. There is no default, but you may press [F1] for today's date. Leave
this date blank if you do not want to select invoices based on discounts.
Warning: If no discount date is entered, no early payment discounts are taken.
So, be sure to include a discount due date if you want the system to take all
available discounts.
STARTING W/ VENDOR (6 characters) Enter the vendor code with which you want to
start the selection, or leave it blank to start with the first vendor on file.
You may press [F7] for the Vendor LookUp.
ENDING WITH VENDOR (6 characters) Enter the vendor code with which you want to
end the selection, or leave it blank to end with the last vendor on file. You
may press [F7] for the Vendor LookUp.
After you enter the selection criteria, the following prompt appears:
Criteria Correct? (Y/N/END)
Enter Y to accept the selection criteria and continue with the payment
selection. Enter N to go back and make changes to the criteria. Enter END - or
press [F4] - to return to the menu without making any selections.
Once you accept the criteria, the system searches through the invoices and marks
the appropriate ones for payment. The system then displays the total amount that
was just selected for payment. Any previously selected invoices are NOT included
in this total.
For Discounts Due By __/__/__
This payment selection option allows you to automatically select all invoices
that are eligible for discounts by a specific date. This feature functions just
like the For Invoices Due By option - except that you are not prompted for an
invoice due date.
For a Specific Vendor Type
This payment selection option is also similar to the For Invoices Due By option.
It allows you to select invoices in the same manner, except that you may also
restrict the selection by a specific vendor type. The Vendor Type is a code that
you may use to categorize different vendors. The vendor type is stored in the
Vendor Master file. You may change a vendor's "type" code through file
maintenance.
SELECTION REPORT
The Selection Report may be used to preview the checks that will be printed with
the Check Printing option. Each invoice that has been selected is listed and
totaled for each vendor. The report also shows the total dollar amount of the
checks as well as the total number of checks that will be printed.
CHECK PRINTING
Check Printing Criteria
This option actually prints the checks for each vendor with "selected" invoices.
The check printing criteria displays on the screen, and the following prompt
appears:
Data Correct? (Y/N)
Enter Y to accept the criteria and continue with the check printing process.
Enter N to go back and change the criteria. You may then enter the starting
check number and the date that you want to appear on the checks. Press [F4] to
exit this option.
Once you accept the criteria, the following prompt appears:
Checks Aligned? (Y/N)
Enter Y if you are sure the checks are aligned properly in the printer. Enter N
to print a test alignment. After the test alignment prints, you are reprompted
for alignment.
Once you accept the check alignment, the checks print, and the following prompt
appears:
Did the Checks Print Okay? (Y/N)
Enter Y to accept the checks and update the files accordingly. Enter N if the
checks have not printed properly and you want to reprint them. You are then
reprompted with the criteria. Once the system "thinks" it has printed checks,
you are not allowed to exit this option without accepting the checks.
