Manage Unposted Transactions allows you to create, edit, and save Accounts Payable transactions.
This Section Includes:
The options available in the Filters area are:
•Vendor: Select the Vendor by clicking the (not set) link or the Search icon. This displays the Person Search window. By default the search text for the Name field searches for last names and organizations. To search for first and last names enter your search in the "lastname, firstname" format. You can also search by City and State. Select the vendor for which you are creating the transaction and click the Select button. Alternately, click the Close link to return to the previous page without selecting a vendor.
Note: Search for just a first name by starting your search with a comma (e.g., ", James"). Display a complete list of vendors by searching for just a comma.
•Invoice Date: Select the invoice date range from which you want to view unposted transactions. Additional date filters may appear depending on what option you choose.
•Due Date: Select the due date range from which you want to view unposted transactions. Additional date filters may appear depending on what option you choose.
•Projects: Select the projects to view.
•ACH: Select to view All Transactions, Only ACH Transactions, or No ACH Transactions.
•EFT (Electronic Fund Transfer): Select to view All Transactions, No EFT, or Only EFT.
•Import Type: Select to vies All Transactions, or Import Type Only.
•User: Options include Select all and every user who has unposted transactions.
•Order By: Select to order by Vendor Name or Sequence Entered.
Click the Search button to display the results or the Clear Filters link to reset all filters.
The Preferences option allows you customize your entry preferences for faster entry. Check-mark just the fields you want to show on the entry screen in the first column, “Show”. In the second column, “Skip”, just check-mark any fields that you want to tab over, but still use when needed. Save your settings. Test the results when entering a transaction. Return to Preferences to modify anytime you want to make a change.
The grid displays transactions matching the selected filters with the following columns:
•1099: Displays the 1099 status (if any) of the invoice. If the invoice has detail lines with different 1099 status types, the grid shows Multiple. Hover over this column to see the full 1099 status type or, if multiple, all 1099 status types associated with detail lines on the invoice.
•Sep: Displays an icon if the invoice is set to print on a separate check.
•Attach: Attachments for the invoice.
•Note: Hover over the Note icon to preview the note.
•Setup: Hover over the Information icon to display user and time information for when the transaction was set up and last updated.
Click the Create Recurring Payment icon for an invoice if needed. You are prompted with the following:
Are you sure you want to create this recurring payment? If so, click Yes and the recurring transaction will be created, and you will be redirected to the Manage Recurring Payment section for any additional changes if needed.
Double-click on a transaction or click the Edit icon to edit a transaction in the grid. You can also click the Add New Transaction link to add a new transaction (More Information). Click the Delete icon by a transaction in the grid to be prompted to delete that transaction.
(Optional) Import Transactions
The Accounts Payable Transaction Import reads an Excel file that you specify and then imports each row of that file as unposted transactions.
See Utilities > Import Transactions for more information.
Select the transactions you want to view and click Transaction Edit Report to display a preview of the Transaction Edit Report. Click Report Preferences on the blue bar above the report preview to select from the following options:
•Print Setup Information
•Print Project Information
•Print Recap By Account
•Print Recap By Project
You can then customize the sort order on the report by dragging options horizontally between Available Options and Selected Options. You can also drag options vertically to re-order the Selected Options column. We recommend you drag items between the columns rather than using the ">>" and "<<" buttons since those buttons move all items.
All detail for the selected transactions is displayed along with Final Totals.
If you have changed the selected options click the Run Report button to display an updated report preview. You may also click the Clear Preferences link to reset all of your report preferences to their initial values. Once the preview displays you can navigate the pages, export to several formats (e.g., PDF, Excel, Word), and Print. Click the Close Report button to return to the Unposted Transactions page.
Select the transactions you want to assign to a different bank account and click the Change Bank Account button to display the Change Bank Account window. Select the bank account to which you wish to assign the transactions and click the Continue button. Click the Close link to return to the previous page without changing the assigned bank account.
Posting your transactions moves all invoices and adjustments to Payment Processing and marks them as unpaid so that they may later be selected and paid. Any manual checks are marked as paid and any quick checks give you the opportunity to print checks.
Select the transactions you wish to post within the grid. You can also select the top box to select all transactions in the grid. Click the Post Transactions button to begin the posting process (More Information).