Before printing Accounts Payable checks, you must tell the system which transactions you want to pay. There are several methods for selecting transactions for payment, which are described below.
You should start by clearing out previous selections, to ensure that you are starting with a clean slate. From there, you can use any or all of the available methods for selecting what you want to pay.
Here's an example of how you might use the various selection methods in combination. Let's say you want to pay all but a few current transactions, and only two past due transactions. First, you would follow the procedure for Selecting a Group of Transactions to Pay, in which you'd tell the system to pay all current transactions. Then, you'd follow the procedure for Unselecting Individual Transactions, in which you'd indicate which current transactions you don't want to pay from amongst the ones you selected in the previous step. Then, you'd follow the procedure for Selecting Individual Transactions, in which you'd indicate the two past due transactions you want to pay.
Click one of the following to take you to the procedure steps:
Selecting a Group of Transactions to Pay
Selecting Individual Transactions to Pay
Selecting Individual Transactions for Partial Payment
Unselecting Individual Transactions
Before you begin selecting transactions you want to pay, you should clear previously-selected transactions. This process helps ensure you'll print only the checks you want.
Display the A/P Invoice Maintenance and Payment window (APMU).
Click ClearSel. The Clear Selections dialog box displays.
In the Clear Temporary Deferrals box, enter Y to release the hold on transactions you previously selected for temporary deferral.
In the Clear Partial Payments box, enter Y to tell the system you do not want to partially pay transactions you previously selected for partial payment.
In the Clear Full Payments box, enter Y to tell the system you do not want to pay transactions you previously selected for full payment.
(Optional) In the Starting Vendor and Ending Vendor boxes, enter a starting and ending vendor code if you want to clear selections for only a specific range of vendors.
Click OK.
Instead of selecting transactions you want to pay one by one, you can select transactions by group. If the group you select includes some transactions you don't want to pay, you can always unselect individual transactions later.
Display the Selecting, Paying, and Adjusting Invoices window (APMU).
Click GenSel. The General Selection dialog box displays.
In the Cut Off Date box, enter the last date you want the system to consider in selecting transactions.
In determining a Cut Off Date, you should consider the following:
All invoices having due dates falling on or before the Cut Off Date you enter will be selected for payment.
if you choose to pay "Optional" invoices (see step 8 below), invoices with a discount date before the cutoff date will also be selected for payment.
If you choose to pay "Optional" invoices, you should make the Cut Off Date one day before the Next Payment Date.
In the Payment Date box, enter the date you will print checks.
In the Next Payment Date, enter the next date after the payment date on which you will print your next check run.
This date helps determine which discounts are currently valid but will not be valid the next time you run checks.
In the Pay Past Due Invoices box, enter Y if you want to pay all past due invoices (you can unselect specific invoices later, if needed). Otherwise enter N.
In the Pay Current Invoices box, enter Y if you want to pay all current invoices (you can unselect specific invoices later, if needed). Otherwise enter N.
In the Pay Optional Invoices box, enter Y if you want to pay all invoices for which you will lose the discount if you wait until the next payment date (you can unselect specific invoices later, if needed). Otherwise enter N.
(Optional) In the Starting Vendor and Ending Vendor boxes, enter a starting and ending vendor code if you want to only pay invoices for a certain range of vendors.
At Account Number, accept the default Accounts Payable account number, or if you use multiple Accounts Payable account numbers, enter the appropriate account number.
Click OK.
Use the E4W Option 1666 “Use Today's Date as Last Payment Date in Windows APMU?” to determine if the Payment Date on APMU’s Payment screen defaults to today’s date or the last payment date.
Display the Selecting, Paying, and Adjusting Invoices window (APMU).
Display the transaction(s) you want to select for payment.
Click the box to the left of the transaction(s) so that a checkmark displays in the box.
Click PayFull.
Display the Selecting, Paying, and Adjusting Invoices window (APMU).
Display the transaction(s) you want to partially pay.
Click the box to the left of the transaction(s) so that a checkmark displays in the box.
Click PayPart. The Partial Payment dialog box displays information regarding the first transaction you selected.
In the Gross Amount box, enter the dollar amount you are paying, excluding any discounts.
In the Discount Amount box, enter the amount of discount you are taking, if any.
Click OK. A dialog box showing the net amount you are paying displays.
Click OK.
Repeat steps 5 through 8 for each transaction you selected.
Display the Selecting, Paying, and Adjusting Invoices window (APMU).
Display the transaction(s) you want to unselect.
Click the box to the left of the transaction(s) so that a checkmark displays in the box.
Click Unselect.
You can add a note that flows through Accounts Payable and prints the first 83 characters on the laser A/P check's remittance stub.
This feature requires the following security bits:
Bit 820 - Ability to view A/P transaction notes
Bit 821 - Ability to add/change/delete A/P transaction notes. Note: if a clerk has this security bit, they must also have bit 820.
Display the transaction(s) to which you want to add a note.
Click the line in the A/P Remittance Note column.
Enter the note text, then click OK.
You can also enter notes in Purchasing & Receiving (MPO) using the N option on the Misc menu.
If you want to print a check(s) right after selecting transactions to pay in the Selecting, Paying, and Adjusting Invoices window (APMU), simply click Print Chk (KPad +) to display the Print Checks window.