Select A/P Invoices to Pay

Access this form using Activities>Accounts Payable>Select A/P Invoices to Pay.

Use this form to select invoices you want to pay (produce checks). Click in a check box to select or clear individual items, or use the buttons at the top of the form to select or clear multiple items. A check mark displays next to selected items.

When you click OK, any invoices you have selected for payment remain selected until you either print the associated check, or return to this form and clear them. You then need to print checks for these invoices using Activities>Accounts Payable>Pay Selected A/P Invoices.

The system allows this form to be opened by multiple users but with different session IDs. So, if the same invoice is selected in two separate sessions, the first session that is saved will contain that invoice. Also, you will not be able to select invoices that have been previously selected and saved by a different user in another session, even if the session has not been posted.

Note: This form is only available if there are posted A/P invoices to pay. These invoices were entered using Transactions>Accounts Payable>Enter A/P Invoices - Transaction Entry Tab and posted using Activities>Manage Sessions>Post Transactions. And after you have created a Select A/P Invoices Session and clicked the Start button.

Note: The Pending Check/Credit column displays: manual checks, system generated checks, and invoices that were selected for payment and printed but have not been posted. If the “Disable Viewable Row Locking” check box was selected by the Administrator on the Organization>Set Up Modules>A/P form, these items are not available for additional processing until the check or credit has been posted or deleted. Also, if an invoice is selected that contains Pending Check/Credit information, you will need to un-check that invoice to be able to continue.

 

Discount Calculation Date: Enter the date you will actually produce the checks. It is used, along with the information provided on the Maintain>Accounts Payable>Vendors - Payment and Terms Tab, as the basis for calculating discounts. Once you select any invoices for payment, you can no longer change the discount calculation date. However, you can change it again by clearing all invoices. The system completes the Amount To Pay and, if appropriate, the Discount Amount columns when you select a line item.

Select A/P Invoices to Pay Table: All open invoices and credit with a balance other than zero display.

• Vendor ID: The system displays the vendors with open invoices. Vendors with a Hold Payments status cannot be selected for payment at this time. The Vendor Information column will indicate if a hold has been placed on payments to this vendor. (You designated hold payments using the Maintain>Accounts Payable>Vendors>Payment and Terms tab.)
• Invoice/Credit Number: The system displays all open invoices and credit memos.
• Check Address Code: The system displays the preferred Check Address selected on the Maintain>Accounts Payable>Vendors>Addresses>Check Address form or the Check Address selected when the A/P transaction was being entered.
• Pending Check/Credit: The system displays the check number for invoices and credit memos that were previously selected for payment and printed but have not been posted.These items are not available for additional processing until the check or credit has been posted or deleted. If an invoice is selected that contains Pending Check/Credit information, you will need to un-check that invoice to be able to continue.
• Invoice Currency: The system displays the currency type of the invoice, such as USD or MXN.
• Unpaid /Credit Balance: The system displays the total balance for the open invoices. An amount with ( ) denotes that a credit balance exists for the Vendor.
• Amount to Pay: The system displays the scheduled amount to be paid to the designated vendor. The amount defaults to zero when an invoice is not selected. Once you select an invoice, this amount changes to the Unpaid Balance minus any calculated Discounts. Please note that the Amount To Pay column is the total for each invoice not each individual line item. For example, assume you entered an invoice for vendor ABC for a total of $1,000.00 (USD). When you entered this invoice, you created four separate payable line items each with a credit amount of $250.00 (USD). You did this in order to split the invoice between four different programs. Now that you are selecting the invoice for payment, you see the invoice number and the total of $1,000.00 (USD). To see the individual line items (if you need to make a partial payment for one of the programs, for example), select the invoice and click Partial Payment . This provides all the details of each open line item of the invoice.
• Discount Amount: The system displays the discount amount allocated to the designated payment. This amount defaults to zero when an invoice is not selected. You can change the amount using Partial Payment .
• Due Date: The system displays the due date entered for the invoice. You entered this date when you entered your invoice using the Transactions>Accounts Payable>Enter A/P Invoices form.
• Discount Date: The system displays the date the first available discount is given. This date is calculated based on the number of days available, which you entered using the Maintain>Accounts Payable>Vendors>Payment Terms tab.
• Discount Available: The system displays the total calculated discount. The amount does not include any adjustments you made using Partial Payment .
• Invoice /Credit Date: The system displays the date you entered on the invoice or credit (Transactions>Accounts Payable>Enter A/P Invoices).
• Vendor Name: The system displays the designated vendor's full name. This was entered when you set up this vendor using the Maintain>Accounts Payable>Vendors form.
• Description: The system displays the description that you entered on the invoice (Transactions>Accounts Payable>Enter A/P Invoices).
• Vendor Information: The system displays helpful information about the vendor such as Hold Payments and Print Separate Checks for Each Invoice. The information was selected on the Maintain>Accounts Payable>Vendors>Payment and Terms tab.
• Pending Check/Credit Session: The system displays the session information created for this invoice or credit memo including partial payments. The session information was created using Activities>Accounts Payable>Pay Selected A/P Invoices or Transactions>Accounts Payable>Enter A/P Credits.
• Check Currency: The system displays the currency type of the check, such as USD or MXN.

Selected Vendor: The system displays the vendor description for the selected invoice.

Summary of All Vendors and Invoices/Credits Selected to Pay: The system displays the number of Vendors and Invoices/Credits selected, and the selected invoices/credits Total Amount to Pay.