Manage Unposted Transactions

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Manage Unposted Transactions allows you to create, edit, and save Accounts Payable transactions.

This Section Includes:

Filters

  1. The following options are available. Choose the appropriate Filters as needed. 
    • 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 Number
    • 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
    • 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
    • User: Options include Select all and every user who has unposted transactions.
    • Order By: 
      • Vendor Name
      • Sequence Entered.
  1. Click the Search button to display the results or the Clear Filters link to reset all filters.

Preferences

The Preferences option allows you customize your entry preferences for faster entry.  Checkmark 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.

Transaction Grid

This Section Includes:

The grid displays transactions matching the selected filters with the following columns:

  • Vendor
  • Invoice #
  • Type
  • 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.
  • Invoice Date
  • Due Date
  • ACH
  • Sep : Displays an icon if the invoice is set to print on a separate check.
  • Import Type
  • Amount
  • 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.
  1. Click the Create Recurring Payment icon for an invoice if needed. You are prompted with the following:
  2. 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.
  3. Double-click on a transaction or click the Edit  icon to edit a transaction in the grid.
  4. 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.

NOTE: This option can also be accessed from Utilities > Import Transactions.

  1. Select Import Transactions.
  2. File Name: Click Choose File.  Browse to the folder where the file is located and select the file to import.
  3. Click Import to continue or Cancel to return to the Transactions page.

File Layout:

The order of the columns below does not matter, but the first field in each column must contain the descriptions listed below.

Required columns are shown with an asterisk (*). However, only the account structure levels that you are using need to be specified. For example, if you are only using funds and departments in your chart of accounts, you only need to specify "FundNumber" and "DepartmentNumber" columns in your Excel file. Also, the AccountSub field only needs to be specified if you are using Sub-Accounts.

  • CompanyNumber*
  • Vendor* (duplicate Vendor and Invoice# creates 1 invoice with multiple detail lines)
  • InvoiceDate*
  • RegionNumber*
  • SuperFundNumber*
  • FundNumber*
  • LocationNumber*
  • CostCenterNumber*
  • DepartmentNumber*
  • AccountNumber* (expense account)
  • AccountSub*
  • Description*
  • Amount*
  • Type
  • “I” or [blank] = Invoice
  • “Q” = Quick Check
  • “M” = Manual Check (requires two additional columns: PaymentDate and CheckNumber)
  • “A” = Adjustment
  • “E” = Electronic Funds Transfer (requires two additional columns: PaymentDate and ConfirmationNumber)
  • “S” = Send EFT to Manage Payments
  • Invoice#
  • DueDate
  • Project (project number)
  • Campaign
  • BoxOn1099 (use “short name” from table below)
  • Note

NOTE: The header names are case-sensitive (e.g., “date” or “DATE” will not work, must be “Date”).

List of 1099 options:

Short Name Description
Int Interest
Box 1 Misc. Box 1 - Rents
Box 2 Misc. Box 2 - Royalties
Box 3 Misc. Box 3 - Other Income
Box 4 Misc. Box 4 - Federal Income Tax Withheld
Box 5 Misc. Box 5 - Fishing boat proceeds
Box 6 Misc. Box 6 - Medical and health care payments
Box 8 Misc. Box 8 - Substitute payments in lieu of dividends or interest
Box 10 Misc. Box 10 - Gross proceeds paid to an attorney
Box 13 Misc. Box 13 - Excess golden parachute payments
Box 14 Misc. Box 14 - Nonqualified deferred compensation
Box 15 Misc. Box 15 - State Tax withheld
NEC 1 NEC Box 1 - Nonemployee compensation
NEC 4 NEC Box 4 - Federal Income Tax withheld
NEC 5 NEC Box 5 - State Tax withheld
R Retirement - R - Used for non-taxable retirement
R2 Retirement - R2 - Used for taxable retirement
R3 Retirement - R3 - Used for capital gains
R4 Retirement - R4 - Used for Federal tax withheld from retirement
R5 Retirement - R5
R9 Retirement - R9

Transaction Edit Report

  1. Select the transactions you want to view.
  2. Click Transaction Edit Report to display a preview of the Transaction Edit Report.
  3. Click Report Preferences on the blue bar above the report preview to select from the following options:
    • Change Appearance?
    • Print Notes
    • Print Setup Information
    • Print Project Information
    • Print Recap By Account
    • Print Recap By Project
  1. 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.
  2. 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.

Change Bank Account

  1. Select the transactions you want to assign to a different bank account.
  2. Click the Change Bank Account button to display the Change Bank Account window.
  3. Select the bank account to which you wish to assign the transactions.
  4. Click the Continue button.

Click the Close link to return to the previous page without changing the assigned bank account.

Post Transactions

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.

  1. Select the transactions you wish to post within the grid. You can also select the top box to select all transactions in the grid.
  2. Click the Post Transactions button located at the bottom of the transactions grid to begin the posting process.

This Section Includes:

Report Preview

  1. Click Report Preferences on the blue bar above the report preview to select from the following options:
    • Print Notes
    • Print Setup Information
    • Print Project Information

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.

There are two reports that can be generated by the posting process. The General Ledger Input Audit always displays and is not affected by any options within Report Preferences. The Quick Check, Manual Check, and Electronic Funds Transfer transaction types also generate a Check Register report. This report is the one that is affected by Report Preferences options.

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.

Finalize Post

NOTE: If you are using Positive Pay, then a Download Positive Pay File button appears on the right-hand side. Click the button to download the PositivePay.txt file.

  1. Edit the Posting Date if needed.
  2. Then click the Finalize Post button which finalizes your transactions and post them to General Ledger.

NOTE: The Post Directly to General Ledger without Editing option allows you to have your journal entry posted all the way through to the General Ledger History so that it can be viewed on reports and on the View Posted Journals page within General Ledger. This allows you to skip having to edit and post the journal entry in the Manage Unposted Journals page in General Ledger.

Cash Basis

When you are on a cash basis, there is no report. Instead, click the Finalize Post button to finalize your transactions or the Cancel link to return to the Unposted Transactions page.

If you do not wish to post your transactions click the Cancel link to return to the Unposted Transactions page.

Printing Quick Checks

When you click the Post Transactions button any quick checks in the grid print first. The Check Information window appears allowing you to enter the Check Date and First Check #. If you are using MICR Plus with a specified password enter it in the MICR Password field. You may also specify if you want to Show notes, Show setup information, and Show project information on the checks. Click the OK button to continue printing your quick checks or the Close link to return to Unposted Transactions without saving.

Reprinting Quick Checks

Click the Reprint Checks button if you need to reprint any of your quick checks. Select the Reprint From #, Reprint To #, and First Check #. Click the OK button to reprint the checks or the Close link to return to the previous page without reprinting.

 

 

Updated

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