Create/Send A/P Electronic Payments

Access this form using Activities>Accounts Payable>Create/Send A/P Electronic Payments.

Use this form to create and send the A/P electronic payment file to your financial institution after vouchers have been successfully printed. You will select the Cash Account/Bank Name, the Settlement Date, the Path and File Name of the electronic payment file, and then select the vouchers to include in the file. After the required information is entered on this form, click OK, and the system creates the *.txt (text) file to be sent to the bank.

• If the connection portion of the Electronic Funds Transfer for A/P module is being used, a window displays allowing you to communicate with your financial institution and to send the file.
• If another connection software is being used, send the *.txt file using it. The files, created using the Create/Send A/P Electronic Payments form, are defaulted to the C:\MIP SHARE\EPayAP folder. Be sure to share the MIP Share folder with full control for Everyone and System.

Note: The Administrator should limit access to A/P electronic payments files (Security>Set Up Organization Menus). Otherwise, unauthorized users can access the EPayAP folder.

 

Cash Account/Bank Name: Select the cash account from the drop-down list for the electronic payment file being created. The organization’s bank name displays to the right of this account. (The G/L cash account, bank name, and the bank accounting number displays in the drop-down list.)

Enter Settlement DateTwo Banking Days After File Date: Enter the settlement date here—the system defaults this date to two banking days after the file date. The file will be deposited two banking days after the file date (weekends and bank holidays are not counted).

Note: When the Same Day Clearing check box is checked as described in Electronic Funds Transfer - Bank Tab, this field becomes Same Date/Two Banking Days After File Date and the settlement date defaults to the current (today's) date.

Enter Path and File Name: Enter the path and name for the file created for your A/P electronic payment. (The extension of the file name must be .txt.) Use Browse to select the path or replace an existing file.

Vendors Table: The system displays the vendors to be included in the current A/P electronic payment file. The following columns comprise the table: Vendor ID, Name, Date (check date), Voucher number, Amount of the payment, and Type (transaction source, such as, APS for A/P System Generated Checks/Vouchers).

To select vouchers:

• Click the box to the left of the ID. To expedite the selection process, you may select all vouchers in the list by clicking the button. To clear all vouchers, click .
• The system then displays the "Number of Selected Transactions" and the "Total Net Amount" at the bottom of the form.
• Click OK and the system creates the A/P electronic payment file to be send to the bank.