Accounts Payable Pay Invoices - Print Checks
Use this form to select the invoices and/or credits that will be paid, and print the associated checks or check vouchers for the invoices/credits.
Electronic Payments are not included at this time, so any pending invoice or credit will not be available for selection and will need to be processed in MIP Fund Accounting.
Session Information
The session information section of the form includes the following information.
Session Name: The session name
Session Date: The session date
Session Description: The session description
Session Status: The session status: Batch to Suspend or Batch to Post
Session Total: The session total dollar amount
Note: To modify session information, select the session name in the title bar to make edits.
Pending Invoices and Credits
The Pending Invoices and Credits table is a list of posted invoices and credits available to select for payment in this session, along with a tool for quickly searching the list.
Invoice/Credit Number: All open invoices and credit memos. Select a number to open the Partial Payments fields. This provides all the details of each open line item of the invoice and offers a place to apply partial payments and discount amounts.
Vendor Name: The designated vendor's full name. (This was entered when you set up this vendor through Maintenance > Accounts Payable > Vendors)
Vendor ID: 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 Maintenance > Accounts Payable > Vendors > Payments and Discounts tab)
Description: The description that you entered on the invoice (Transactions > Accounts Payable > Invoices)
Vendor Information: The helpful information about the vendor such as Hold Payments and Print Separate Checks for Each Invoice. (The information was selected on the Maintenance > Accounts Payable > Vendors > Payments and Discounts tab)
Unpaid/Credit Balance: The total balance for the open invoices, including partial payments. An amount that contains ( ) denotes that a credit balance exists for the vendor.
Amount to Pay: 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. If a partial payment is made to the invoice, using the Partial Payment form, the amount reflects that amount. Please note that the Amount To Pay column is the total for each invoice not each individual line item. Also note any changes to the Amount to Pay using the Partial Payments grid will not reflect the Discount Available or the Discount Date.
Discount Amount: The discount amount allocated to the designated payment. This amount defaults to zero when an invoice is not selected. If a discount amount is applied to the invoice, using the Partial Payment form, the amount reflects that amount. Please note that if the Vendor is set up with discounts (Maintenance > Accounts Payable > Vendors) AND the Check Date entered on the Session page is within the Invoice Date and Discount Expiration Date, the Discount Amount will automatically display
Due Date: The due date entered for the invoice. ( You entered this date when you entered your invoice using the Transactions > Accounts Payable > Invoices document form)
Discount Available: The total calculated discount. The amount does not include any adjustments you made using Partial Payment or Discount Amounts.
Discount Date: The last date the discount can be applied for the invoice. (This date is calculated based on the number of days available, which you entered using the Maintenance > Accounts Payable > Vendors > Payments and Discounts tab).
Check Address: The system displays the Check Address selected on the Transactions > Accounts Payable > Invoices document form.
Invoice/Credit Date: The document date
EFTs: The system displays a blank
Invoice/Credit Session: The Session ID for the Invoice/Credit Document
Pending Check/Credit Session: The session information if the invoice or credit memo including partial payments is currently saved to an Unposted AP Pay Invoices session.
Pending Check/Credit: The check number if the invoices and credit memos that were previously selected for payment and printed but have not been posted
Partial Payment: When you select the Invoice/Credit Number, the Partial Payment fields display as described in Partial Payments
Summary of Selected Invoices and Credits
The system displays the number of Vendors and Invoices/Credits selected, and the selected invoices/credits Total Amount to Pay.
- Vendors: The system displays the number of vendors selected for payment
- Invoices and Credits: The system displays the number of invoices and credits selected in the session
- Total Amount to Pay: The system displays the total amount selected for payment in the session
Document Options
Cancel: Select to clear the current transaction document.
Save: Select to save the current document but leave it on the screen for further edits.
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Save & Print: Select to save the current document and immediately begin the printing process.
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Save & Close: Select to save the current document and close the session.
Note: To use the different save functions, select the up arrow on the right of the Save button; a menu appears with the other two options. As a time-saving measure, if you select one of these options, the default button label changes to match.