A/P Checks and Vouchers

How do the vendors know what you are paying them for, if you have multiple invoices outstanding?

When a vendor is setup for electronic payments, they will automatically be set up for one-invoice:one-voucher, not multiple invoices on a single voucher.

In Organization>Set Up Modules>Electronic Funds Transfer, when you setup EFT, a given routing number will automatically be setup to include Addenda records for each EFT payment. However, some banks can't handle the addenda information, so select the Disable Addenda check box, to disable the Addenda feature.

Once the system is set up, the invoice number and amount can be included in both Addenda information in the ACH.txt file and in the emails sent to the vendors. Neither the Addenda nor the email will include any other information such as document description or voucher number.

Can I issue a check to a vendor who is currently receiving electronic payments?

Yes. Simply clear the Electronic Payments check box on the Payment and Terms tab using Maintain>Accounts Payable>Vendors.

However, you can also print checks for all vendors (even if they usually receive electronic payments) by selecting the "Override Electronic Payments and Print Checks for all Vendors" check box (Activities>Accounts Payable>Pay Selected A/P Invoices).

Is it possible to void an A/P voucher?

Yes, if certain conditions are met, a voucher can be voided. All void transactions will create a debit to the vendor's bank account. In addition, you should notify your bank that you will be transmitting a void electronic payment file.

How do I correct an overpayment to Vendors who receive an EFT?

Correcting this problem requires several steps:

  1. Void the A/P check in question. It needs to be voided, even if it has been transmitted to the bank.
  2. Correct the underlying problem.
  3. You may need to reverse and re-enter the invoice or issue a credit. Make sure the amount outstanding to pay is correct.
  4. Reprint the Corrected Checks.
  5. The action to take after this depends if the ACH/EFT files have been created and sent to the bank or not.
    • If the EFT files have NOT been sent to the bank then you can delete them before they are transmitted. To do this, go to Create/Send A/P Electronic Payments. You will see both the original Voucher as well as the void. Move both of these items to the right hand side.
    • If you have printed the correct check(s) DO NOT include them in this process. They should remain. Where it asks for the Path and File Name, be sure to change the name from the default to something easily recognized.
Why does the application continue to issue checks instead of vouchers when I have already done my pre note?

A check is always issued when there have been changes made to the Payment and Terms tab on Maintain>Accounts Payable>Vendors, or the initial pre note may not have been created within the three day time frame. A pre note will not be recognized as being created unless the electronic payment file has actually been sent using Activities>Accounts Payable>Create/Send A/P Electronic Payments.