Normally Supplier Payments are processed at regular intervals to pay approved vouchers (Supplier Invoices) as they fall due for payment. Supplier Payments includes options for various payment methods:
- Application - Apply credits to invoices
- Auto Check - For printed checks
- Draft/Wire Transfer/Manual Check - Payment to a single Supplier with a reference number
- EFT - Electronic payment batches, resulting in an electronic file that can be imported to internet banking.
- Pay by Credit Card
- Vendor Refunds - Process funds recieved against a Supplier Credit
To add a Payment Processing batch:
- Click the Payment Processing link from the Main Menu.
- Click the Add button.
- Enter the necessary information:
- Bank - Bank account for the payment batch. Defaults to the value configured in Accounts Payable Configuration - General Tab.
- Description - Name of the payment batch.
- Transaction Date - Date within the fiscal period the payments are recognized. The date cannot fall within a closed fiscal period.
- Payment Method - Mode of payment (EFT, Auto Check, Wire Transfer, etc.). Defaults to the value configured in Accounts Payable Configuration - General Tab.
- Draft/Check/Reference - Enter the applicable numeric value for the payment method. Name of the field depends on the selected payment method. Only available for Draft, Manual Check, Vendor Refund and Wire Transfer payment methods.
- Select the Open or Available for Payment tab.
- Click the check box for the voucher(s) to pay. If you select multiple vouchers, the voucher amounts are summed per supplier and one payment per supplier is created. You must use the same payment method for all suppliers.
- Click OK. You return to the Payment Processing screen.
- Select the batch you just created.
- Right-click and select Edit. The Edit Payment Processing Batch screen opens.
- Click the Tools button.
- Select Assign Checks. This assigns check/reference numbers to the vouchers and automatically create the journal entries.
- Click the Tools button.
- Select:
- Export if using an EFT payment method. See EFT/Check Exports for more information.
- Print Check (if using an Auto Check payment method) and proceed to step 14.
- If you select Export:
- The AP Export screen opens.
- Enter the date for the EFT into the Execution Date field.
- Select the export format from the Format ID field.
- Click OK. You receive a prompt to download the export file.
- Click Yes. The file downloads and you return to the Edit Payment Processing Batch screen.
- If you select Print:
- The Print Checks prompt opens.
- Click Continue. The Report Viewer opens.
- Click the Print button.
Payment Batch Statuses
The payment batch status determines where the payment batch is in the payment process:
- Open - Payments are ready for check numbers. No journal entries are created yet.
- Ready - Check numbers are assigned, and the batch is ready for exporting or printing. Journal entries are created.
- Processed - Checks are exported or printed.
Supplier Payment Journal Entries
You can view the payment batch journal entries in the Journal Entries - A/P screen. For payments, GL distributions are typically:
- Debit Accounts Payable (decrease)
- Credit a cash account (e.g. bank account) (decrease)
If the journal entry is correct, you can approve and post the journal entry. This debits/credits the relevant GL accounts and updates the books (GL).
Supplier Payment Security
Payment Selection
This access privilege controls who can process supplier payments. Any users/roles assigned to the privilege can select vouchers for payment and enter manual payments, wire transfers and drafts. Any roles/users not assigned to the privilege cannot select vouchers for payment. If no roles/users are assigned to the privilege, it is considered inactive and all roles/users can select vouchers for payment.
Assignment of Checks/References
This access privilege controls who can assign check and reference numbers to payments. Any roles/users assigned to the privilege can assign check and reference numbers to payments while any roles/users not assigned to the privilege cannot assign check and reference numbers to payments. If no roles/users are assigned to the privilege, it is considered inactive and all roles/users can assign check or reference numbers to payments.
Print Checks
This access privilege controls who can printing checks. Any roles/users assigned to the privilege can print checks for payments. Any roles/users not assigned to the privilege cannot print checks for payments. If no roles/users are assigned to the privilege, it is considered inactive and all roles/users can print checks for payments.
Comments
4 comments
Can check numbers be unassigned so that I can change the starting check number?
0 upvotes
Hi Eugenia,
The Bank Account record holds the last check number. You can set it there. This is updated each time a payment run is made.
0 upvotes
We are encountering errors when processing a payment for more than 12 invoices under one batch. The batch shows two vouchers, one with correct total amount and one zero-valued. Is there a default limit for number of invoices than can be selected per payment voucher? Does it need technical support or is there a remedy for it?
0 upvotes
Good afternoon Ruel,
Warmest greetings to you and the rest of the team!
I think the issue might be that your Bank Account configuration is set with a restriction of the number of checks on each stub. Please see the last bullet point on Step 3 of this article here - https://supportcenter.ungerboeck.com/hc/en-us/articles/204553648-Bank-Accounts.
I would exercise caution when changing this, as it may have an effect on your check report. Please test any changes that you make in your TEST environment before making any configuration changes in PROD.
Kindest regards,
Chelsea
0 upvotes
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