Manage Payment Processing

This video overview may include some out-of-date images. We appreciate your patience as we work to get these videos updated. 

Manage Payment Processing allows you to select and pay unpaid invoices.

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 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 Number
    • 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?
  1. Click the Search button to display the results or the Clear Filters link to reset all filters.

Payment Processing Grid

The grid displays unpaid invoices matching the selected filters with the following columns:

  • Vendor
  • City
  • State
  • Invoice #
  • Invoice Date
  • Due Date
  • ACH
  • Hold
  • Amount
  • Sep
  • 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.

  1. To override the other user, click the Edit icon.
  2. Then select the Override payment selection check box.
  3. 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.

Edit Invoice

  1. Double-click on an invoice or click the Edit  icon to edit an invoice in the grid.
  2. 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.

  1. Enter a Note if desired.
  2. 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.

Payment Edit Report

  1. Select the invoices you want to view.
  2. Click the Payment Edit Report button to display the Cash Requirements Report.
This report includes selected invoices including those selected by other users which might not appear selected under your login.

The Cash Requirements Report report allows you to view a report of selected payments. For each transaction all detail is displayed along with totals for selected transactions.

  1. Click Report Preferences on the blue bar above the report preview to access options for the report. You can customize the Report Name and select the Report Options:
    • Selected for Payment: Displays the invoices you have selected to pay.
    • Not Selected for Payment: Displays invoices you have not selected to pay.
    • All Unpaid Invoices: Displays all unpaid invoices.

You can also select the Additional Information to print: Print Notes and Print Setup Information. Select to Sort By either Invoice Date and Vendor, Due Date and Vendor, or Vendor and Due Date.

You can customize what appears on the report by using your mouse to drag 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.

  1. 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.
  2. Click Report Preferences on the blue bar above the report preview to return to Report Preferences.

Click the Close Report button when finished to return to the Payment Processing page.

Process Payments

This Section Includes:

Select Invoices to Process

  1. Select the invoices you wish to process within the grid. You can also select the top box to select all invoices in the grid.
  2. Click the Process Payments button to begin the posting process. This displays the Check Information window.

  1. 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.
  1. Select your Accounts Payable Check Register Settings:
    • Show notes
    • Show setup information
    • Show project information
  1. Click the OK button to continue posting or click the Close link to return to the Payment Processing page without printing checks.

Preview Payments

  1. Preview the checks before printing. Once the preview displays you can navigate the pages, export to several formats (e.g., PDF, Excel, Word), and Print. The Reprint Checks button allows you to select the Reprint From # and Reprint To # along with the First Check #. You can then click the OK button to reprint checks or the Cancel link to return to the check preview page.
  2. Once you are finished printing checks click the Continue button to move forward in the posting process. Alternately, click the Cancel link to stop processing payments and return to the Payment Processing page.

Vouchers

  1. Use the navigation links in the left panel to easily access previews of the ACH Verification Report and Vouchers before printing. Once the preview displays you can navigate the pages, export to several formats (e.g., PDF, Excel, Word), and Print.
  2. Once you are finished printing your report and vouchers click the Continue button to move forward in the posting process. Alternately, click the Cancel link to stop processing payments and return to the Payment Processing page.

Reports and Files

  1. Use the navigation links in the left panel to easily access previews of the following sections of the Process Payments Register report before printing:
    • Check Register: This section of the report displays a breakdown of all checks by vendor.
    • Voucher Register: This section of the report displays a breakdown of all vouchers by vendor.
  1. Once the preview displays you can navigate the pages, export to several formats (e.g., PDF, Excel, Word), and Print.
  2. Click the Download ACH File button to be prompted to download the file.
WARNING: This is your only chance to download this file! Make sure you do so before finalizing the payment process.

Finalize Post

  1. Edit the Posting Date if needed.
  2. Then click the Finalize Post button to finalize your payment process and post to General Ledger.
  3. Click the Download Positive Pay File button to download the positive pay file.

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.

Emailing Vouchers

When the option to Email Vouchers is selected and after the check run has been finalized, any voucher emails are queued for sending to your mail server. Make sure that the email configuration has been properly set up (More Information). 

Vouchers are sent as secured PDF files. The password is the last four digits of the vendor's Social Security Number or Federal ID (for organizations).

 

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.

If you do not wish to finalize your payment process, click the Cancel link to return to the Payment Processing page.

 

 

Updated

Was this article helpful?

0 out of 0 found this helpful

Have more questions? Submit a request