Click to view/hide picture.The Payment Selection screen allows you to select and filter invoices to pay.
Click to view/hide picture.
The only required field to create a new batch is the Initials field, which is used to name the batch. The rest of the options are used to filter invoices to be paid. For example, you might want to pay only invoices due by a certain date, or only invoices from a certain vendor. If left blank, all invoices will be selected.
To create a batch, enter your initials and optionally specify any filters you wish to apply to limit the invoices included in the batch. Click Create Payment Batch and the invoices selected based on your filtering criteria will be stored in a new batch. You will receive a message indicating the batch number. If there are no invoices that meet the criteria, the batch will not be created.
If you have created payment batches and wish to view or change them, select the Existing Batch radio button, and then select the batch code for the batch you wish to view. If you wish to modify the filtering criteria, click Add to Batch and the batch will be updated with your changes.
Likewise, if you need to add invoices to a batch, from the payment selection screen, select the batch you wish to update, change any criteria desired, then click Add to Batch. You might do this if you created a payment batch intending to print checks today, but had to work on something else instead and were not able to print checks. In a day or two, when you have time again to print checks, you might want to add to the previous payment batch so it includes more invoices.
Various filtering options are available to create a payment batch. Only Initials (for new batch), or Batch Code (for existing batch) are required. You can add multiple criteria of the same type— for example, multiple vendors— by creating the batch and then adding criteria and clicking Add to Batch.
Initials The initials you enter will appear in the payment batch code.
Batch Code If you have selected Existing Batch, use the drop-down menu to select the batch you wish to open.
Store Group Select a predefined store group to filter the list of invoices, or leave blank to select all.
Vendor Group Select a Vendor Group to limit the list of invoices to a single group, or leave blank to include all.
Vendor Specify a vendor name to include only invoices for a specific vendor or leave blank to include invoices from all vendors. If you access the drop-down list, you will see a list of all of the vendors defined for the entity you are logged in to. If you are logged in to an accounting entity, the drop-down list will display all vendors.
Include EFT Vendors Check this box to include invoices from vendors marked as EFT in the payment batch. If unchecked, invoices from EFT vendors will not be included. The EFT setting is found in the Vendors screen on the Entity Access tab.
Note: This option checks the EFT status of the paying entity, not the entity where the invoice was entered (for paymaster situations).
Voucher # Specify a range of voucher numbers to limit the list by voucher number.
Doc Num To select a single invoice, specify the invoice number.
Due By Select a due date to limit the list to invoices due by a certain date, or leave blank to include all. If you know the date when you next plan to pay invoices, you might want to set that as the due date. That way, all bills that become due on or before the next check run date will be paid, and not become past due.
Include On-Hold Transactions Check this box to include all vouchers that have been given an on-hold status on the View Transactions screen that appears when you click the View Transactions button.
Note: When setting the criteria for selecting invoices to pay, consider when you will next be paying bills so invoices do not become past due between check runs.
Invoices can be put on-hold in the View Transactions screen. There are various reasons to put an invoice on hold, such as disputes with the vendor. By clicking Clear All On-Holds, the on-hold status will be removed for all invoices that were on hold. To individually change the status, click View Transactions and then uncheck the check box under On-Hold.
After your batch has been created, you can click
the View Transactions button in
the toolbar to see the invoices that are included in the batch; the screen
appears similar to the following:
If you do not want to pay a bill in its entirety, you can specify a different dollar amount in the Amount to Pay field.
Note: You can view discounts for payment batches under Transactions > Computer Payment Processing > Payment Selection Report.
You can remove invoices from the payment batch; this does not delete the invoice, but only removes it from being paid with this batch. First select each invoice you want removed (you can use Ctrl + click and Shift + click to select multiple invoices), then click Remove Selected Row(s).
Check the On-hold checkbox for any vouchers for which you wish to defer payment. Checked vouchers will not appear in any more payment batches unless the "Include On Hold Transactions" checkbox of the Payment Selection screen is selected.
You can enter line item notes on the View Transactions screen by clicking View Line Item Notes in the toolbar. Notes entered on this screen will appear below the document/voucher information on the Computer Checks check stub.
The Delete Batch option allows you to delete batches. This just deletes the payment batch, not the invoices that make up the batch. These invoices will be available to be selected again in another payment batch.
