Manage Payment Processing allows you to select and pay unpaid invoices.
This Section Includes:
There are several options available in the in Filters area:
•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 wish you wish to view unpaid invoices 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 unpaid invoices. Additional date filters may appear depending on what option you choose.
•Due Date: Select the due date range from which you want to view unpaid invoices. Additional date filters may appear depending on what option you choose.
•Project: Select to narrow down results by assigned projects.
•ACH: Select to Show All, ACH Only, or No ACH.
•User: Options include Select all and every user who has unpaid invoices.
•Print Checks in Order Entered?
Click the Search button to display the results or the Clear Filters link to reset all filters.
The grid displays unpaid invoices matching the selected filters with the following columns:
•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 invoice was set up and last updated.
NOTE: If another user has an invoice selected, then the check box for that invoice displays as inactive. Hover over the check box to view which user has the invoice selected for payment.
To override the other user, click the Edit icon and then select the Override payment selection check box. Click the Save button. The invoice is now available for you to select for payment.
The View drop-down list allows you to select what items you want to view within the grid: All, Selected for Payment, Unselected, or On Hold. For Auto-Select choose one of the following options:
•None: Manually select each invoice line that you want to pay.
•Complete Invoice: When you select or deselect one line in an invoice, all lines for that invoice are automatically selected.
•Complete Vendor: When you select or deselect an invoice line, all invoice lines for that vendor are automatically selected.
You can also double-click on an invoice or click the Edit icon to edit an invoice in the grid.
You can edit the Due Date, put an invoice on Hold, and select to Print on separate check. In the Split Payment section the Line Amount displays the total unpaid amount for the invoice. The Amount to Pay field allows you to specify a lower amount if you want to partially pay the invoice. The Remaining Amount reflects the Line Amount minus the Amount to Pay you have entered.
Enter a Note if desired and then click the Save button to save changes to the invoice and return to the Payment Processing page or the Cancel link to return to the Payment Processing page without saving changes.
Selecting to partially pay an invoice splits that invoice after you click the Save button. In the example above after saving you would have a $300 invoice and a $200 invoice. You still have to select which invoices you want to pay.
Select the invoices you want to view and click the Payment Edit Report button to display the Cash Requirements Report (More Information).
This report includes selected invoices including those selected by other users which might not appear selected under your login.
Select the invoices you wish to process within the grid. You can also select the top box to select all invoices in the grid. Click the Process Payments button to begin the posting process. This displays the Check Information window.
Type a date or click the Calendar icon to modify the Check Date field. The Check Date entered here prints on checks and vouchers as the "Pay Date". Verify that the First Check # is correct. The # of checks and vouchers displays to the right. If you have any invoices selected to use ACH the option to Email vouchers is also available.
Emailing Vouchers - Setup
When the option to Email Vouchers is selected in order for a vendor to receive a voucher by email they must have both of the following:
•Active email address on vendor record
•Social Security Number or Federal ID on vendor record (used for securing voucher PDF)
If the vendor does not have an active email address or if the vendor does not have a Tax ID (Social Security Number or Federal Tax ID Number), the voucher will not be emailed. Instead, the voucher will be available to print right after the ACH Verification Report. A vendor must have both an active email address and a Tax ID for their voucher to be emailed.
Note: If you are using a free trial of the Financials, then you have an Email Vouchers button on the Payment Processing page when you have emails queued to send. Click this button to send your emails. When the button disappears, your emails are sent.
Customers who are self-hosted cannot email vouchers unless the user agent is configured properly. Please reference How to Use User Agents in the Financials for instructions.
Select your Accounts Payable Check Register Settings:
•Show setup information
•Show project information
Click the OK button to continue posting (More Information) or click the Close link to return to the Payment Processing page without printing checks.