Invoice payments are processed through the invoice maintenance screen which can be accessed from the sidebar menu by selecting the options Accounting >Accounts Payables>Invoices.
In order to perform any of the basic maintenance tasks you will need to be assigned the Create, Update, and Delete permissions for the Vendor Invoice entity. Other permissions related to customers will be found in their appropriate sections.
For more on how to Sort, Select Columns, Change Records Per Page, and Export, click here.
At the top of the screen is a dropdown selector that filters the list of invoices by facility. The list of invoices can be further narrowed down using the filter fields above the grid. The master search field will search for matches in any of the fields listed. The filters also include two date selectors. One for the invoice date and another for the invoice due date. Both dates allow for a single date by click the desired date twice or a date range by selecting the starting date followed by the ending date.
invoices must have a status of “Complete” before they are available for payment.
Invoices can be completed individually by clicking on the invoice number which opens the detailed view of that invoice. Clicking on the Complete button at the top of the screen will set the invoice status to complete and return you to the invoices screen.
From the invoices screen select the checkboxes next to the invoices you wish to complete. A dropdown menu will appear along with available options. Select the “Approve/Complete” option and click the Execute button to set the status of the selected invoices to complete. Optionally you can select the “Approve and Pay” option to mark the selected invoices as complete and add them to the Check-Run.
From the invoices screen select the checkboxes next to the invoices you wish to pay. A dropdown menu will appear along with the Execute button. Select the “Add to Check Run” option and click the Execute button to add them to the check run. The screen will refresh, and you will see a message in the grid indicating that the invoices are in a check run.
From the invoices screen click on the Pay Invoices button to navigate to the payment processing screen which will show all the invoices that have been added to the check run. From this screen you can remove items from the check run by click on the trash can icon in the grid or by using the checkboxes to select multiple items, select the “Delete from Check Run” option and clicking the Execute button. There is also a red button at the top of the screen to clear the entire check run.
Clicking this button will begin the process of printing checks for all the vendors with invoices on the check run. A popup will open prompting you to select the bank account you wish to use as well as the starting check number which will default to the next check number in the system but can be changed if necessary. There are two other option to set based on the type of check stock you are using which are “Print Check #” and “Print Address”. Click the Print button and a new popup will open showing the checks that will be printed and the number of invoices on each check. Click Print again, to confirm and the checks will be printed and cleared from the check run.
Clicking this button will begin the process of creating an ACH for all the vendors with invoices on the check run. A popup will open prompting you to select the bank account you wish to use. Click the Continue button and you will see the ACH Payments screen showing the payments that will be processed and the number of invoices included in each payment. Enter a reference number for each payment and click the Save button to process the payments and clear them from the check run. You can then navigate to the payments screen and utilize the “Positive Pay” function to create the export file for your bank.
Clicking this button will begin the process of credit card payment for all the vendors with invoices on the check run. A popup will open prompting you to select the bank account you wish to use. Click the Continue button and you will see the Credit Card Payments screen showing the payments that will be processed and the number of invoices included in each payment. Enter a reference number for each payment and click the Save button to process the payments and clear them from the check run. You can then navigate to the payments screen and utilize the “Positive Pay” function to create the export file for your bank.