Processing Payments to Suppliers

Creating an Accounts Payable Cheque

Open the Cheques and Payments (AP302000) form.

To open the form for creating a new record, type the form ID in the Search box, and on the Search form, point at the form title and click New.
On the form toolbar, click Add New Record.
In the Type box of the Summary area, select Cheque.
In the Application Date box, select the date of the accounts payable cheque.
In the Application Period box, make sure that the specified period is correct.
In the supplier box, select the supplier.

The system fills in the following boxes automatically with the default settings of the selected supplier: Location, Payment Method, and Cash Account. Review these settings and make any needed changes.
If needed, in the Payment Ref. box, type the document reference number (such as the wire transfer number or bank cheque number).
On the table toolbar of the Documents to Apply tab, click Load Documents. The list of the supplier's open bills and adjustments appears on this tab, with open debit adjustments listed before bills. If needed, remove the lines with the documents that you do not want to pay with this cheque.
Type the total payment amount that should be applied to the documents in the Payment Amount box of the Summary area.
On the form toolbar, click Save.

Printing a Cheque

Open the Process Payments / Print Cheques (AP505000) form.
In the Payment Method box, select Cheque (or another payment method that involves printing cheques.
Select the bank account (a chequing account) from which to draw the cheque in the Cash Account box.
In the Next Cheque Number box, enter the number (if the box is blank) or make sure the cheque number suggested by the system matches the first cheque number of the cheques you plan to print.
In the table, select the unlabelled check box for each payment document for which you intend to print a cheque.
On the form toolbar, click Process.

For each of the selected documents, a cheque appears in a new browser tab.
Click Print on the form toolbar to start the printing process for each cheque. The browser opens the Print page.
Select appropriate options, and then click OK. The system has printed the cheques for the selected documents.
Close the browser tabs that contain the printable versions of the cheques.

The system displays the Release Payments (AP505200) form, which lists the accounts payable cheques for which you have printed cheques.

Reprinting a Cheque

Open the Release Payments (AP505200) form.
In the Payment Method box of the Selection area, select CHEQUE.
In the Action box, select one of the following options:
1. Reprint to reprint the cheque with the same number
2. Reprint with New Number to reprint the cheque with a new number
In the form table, select the unlabelled check box in the row with the required AP cheque.
On the form toolbar, click Process.
If needed, edit the details of the cheque as follows:
1. Open the Cheques and Payments (AP302000) form.
2. In the Summary area, select the required cheque, which now has the Pending Print status. On the form toolbar, click Hold.
3. Edit the details of the cheque.
4. On the form toolbar click Remove Hold.
Open the Process Payments / Print Cheques (AP505000) form.
In the Payment Method box, select Cheque (or another option that in your system designates a payment method that involves printing cheques).
Select the bank account (a chequing account) from which to draw the cheque in the Cash Account box.
In the Next Cheque Number box, enter the number of the cheque you plan to print.
In the table, select the unlabelled check box for the payment document for which you intend to reprint a cheque.
On the form toolbar, click Process.

For the selected document, the corresponding cheque appears on the Cheque Form with Remittance (AP641000) report in a new browser tab.
Click Print on the form toolbar to start the printing process for the cheque. The browser opens the Print page.
Select the appropriate options, and then click OK.

The system prints the cheque with the number you specified.
Close the browser tab that contains the printable version of the cheque.

The system displays the Release Payments (AP505200) form, which lists the AP cheques for which you have printed cheques.
Review the reprinted cheque, and if the system has reprinted the cheque correctly, release the cheque (which now has the Printed status).

Paying Multiple Supplier Bills

Open the Prepare Payments (AP503000) form.
In the Branch box, select a branch from which the payment should originate.
In the Payment Method box of the Selection area, select the payment method associated with the cash account.
In the Cash Account box, make sure that the account specified by the system by default is correct. Select another account, if needed. The system will update this account when the bills are paid.
In the Payment Date box, specify the date of payment.
If needed, in the supplier box, select the supplier whose outstanding documents you want to view and select for payment.
If needed, in the Pay Date Within box, enter a number of days to view documents that have pay dates within a particular date range.
In the table that lists the documents that match the criteria you have specified, select the check boxes in the unlabelled column for the credit adjustments or bills you want to pay.
On the form toolbar, click Process to initiate the payment process and generate payments (accounts payable cheques) for the selected documents.
Confirm that you have navigated to the Process Payments / Print Cheques (AP505000) form to process the payment of the accounts payable cheques, which default selects.
Select the check boxes in the unlabelled column for the accounts payable cheques you want to release.
On the form toolbar, click Process.

For the selected document, the corresponding cheque appears on the Cheque Form with Remittance (AP641000) report in a new browser tab.
Close the browser tab that contains the printable version of the cheque.

The system displays the Release Payments (AP505200) form, which lists the AP cheques which you want to release.

Paying a supplier bill

Open the Bills and Adjustments (AP301000) form.
In the Type box of the Summary area, select Bill.
Select the reference number of the bill to be paid in the Reference Nbr. box.
On the form toolbar, click Pay. In the Indicate Amounts to Pay dialog box, specify the amount to be paid in the Amount to Pay box, and click Confirm.
Make sure that the payment method specified in the accounts payable cheque is the one you want to use for the payment and that you specify the date correctly on the Cheques and Payments (AP302000) form, which opens with a new accounts payable cheque created for this bill.
If needed, on the Charges tab, add any applicable charges or fees for processing this payment in the bank. For each charge or fee, do the following:
1. On the table toolbar, click Add Row.
2. In the Entry Type column, select the entry type for the bank charge that applies to this accounts payable cheque.
3. In the Amount column, type the charge amount that applies to this cheque.
On the form toolbar, click Remove Hold. The status of the document changes to Pending Print.
On the form toolbar click Print/Process. In the Process Payments/Print Cheques (AP505000) form, which opens, select Process.

For the selected document, the corresponding cheque appears on the Cheque Form with Remittance (AP641000) report in a new browser tab.
Close the browser tab that contains the printable version of the cheque. The system displays the Release Payments (AP505200) form.
Make sure to select Release in the Action box.
On the Release Payments (AP505200) form, click Process to release the accounts payable cheque. The status of the bill and the accounts payable cheque changes to Closed.

Preparing ACH Payments for Export

Open the Process Payments / Print Cheques (AP505000) form.
In the Payment Method box of the Selection area, select a payment method used for ACH payments in your system (for example, FEDWIRE).
Select the cash account to use as the source account for payment in the Cash Account box.
If needed, in the Next Cheque Number box, enter the number for the cheque.
Select the unlabelled check box in the row for each payment to include in the batch for export in the table.
On the form toolbar, click Process.

The system displays the Batch Payments (AP305000) form with the created batch, which has a status of Balanced. When the system creates the batch, it assigns the ACH payments included in the batch the Printed status.
In the Description box of the form, enter the description of the batch.
On the form toolbar, click Save.
On the form toolbar, click Release to release the batch.

Exporting a Batch of ACH Payments

Open the Batch Payments (AP305000) form.
In the Reference Nbr. box in the Summary area, select the identifier of the batch you want to export.
In the Batch Date box, make sure that the date is correct.

By default, the system specifies the current business date.
Ensure the batch status is Released. If it is not, click Release on the form toolbar.
On the form toolbar, click Export.
If needed, click Files in the form title bar to view the name of the file to which the batch was exported.

Releasing Accounts Payable Cheques

Open the Release Payments (AP505200) form.
Select the payment method for payments in the Payment Method box of the Selection area.
In the Cash Account box, make sure that the default cash account associated with the payment method is correct.
Make sure to select Release in the Action box.
In the table, select the unlabelled check box in the row of each cheque you want to release.
On the form toolbar, click Process.

Voiding an Accounts Payable Cheque

Open the Cheques and Payments (AP302000) form.
In the Type box of the Summary area, select Cheque.
Select the cheque by its reference number in the Reference Nbr. box. In the Reference Nbr. box, select the cheque by its reference number. Click the navigation buttons on the form toolbar until you are viewing the accounts payable cheque you want to void.
On the form toolbar, click Void.

The system reverses the application of the cheque in full, and changes the document type to Voided Cheque, and the status to Balanced.
If needed, in the Application Date box, change the date of the voided payment.
On the form toolbar, click Release. The status of the voided cheque changes to Closed.