Accounts Payable Pay Invoices - Sessions
After creating and posting invoices against existing vendor accounts, you will need to issue payment to clear the balance from your accounts payable ledger. You can do this either by creating a new session or by selecting an existing session from the Unposted Sessions table, which lists all invoice sessions with a current status of either Batch to Post or Batch to Suspend.
New Session
To create a new session, complete the session fields at the top of the page.
Session ID: Enter a value for the session ID, or generate one automatically by selecting the "+" button. The session ID is used to link each transaction to the session into which it was entered, making it possible to track the origin of any entry.
Status: Select the session status. The available values are:
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BP (Batch to Post) - Runs accounting validations against the session transactions.
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BS (Batch to Suspend) - Suspends the account validations and keeps the session as a work-in-progress. A session whose status is BS cannot be posted until its status is updated to BP.
Description: Enter a description for the session.
Session Date: Enter a valid date for the session. The system defaults to today's date.
Check Date: Enter a date to appear on the checks.
Print Checks for All Vendors: By default, the system displays this box selected for Accounts Payable Pay Invoices, when the Electronic Fund Transfer module is set up and active for this organization.
Cancel: Select to clear the session fields.
Start: Select to proceed to the Transaction Entry page to begin entering transactions into the session.
Unposted Sessions
The Unposted Sessions table lists the existing sessions not yet posted in the system with their corresponding data fields. Use the table to view, update, and manage session information in the system.
Select a Session ID in the first column of the table to proceed to:
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The Accounts Payable Pay Invoices - Transaction Entry page for sessions with checks that have already been printed.
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The Accounts Payable Pay Invoices - Print Checks page for sessions with checks that have not been printed.
Session ID: The session ID of the unposted session.
Status: The status (BP or BS) of the unposted session
Document Count: The document count for the unposted session
Session Total: The dollar amount of invoices for the unposted session
Session Date: The session date of the unposted session
Description: The description of the unposted session
Checks Printed On: The date on which the session checks were printed
Post: To post a session with a status of BP, select the checkbox next to a session, then select Post.
Delete: To remove an unposted session from the system, select the checkbox next to the session, then select Delete.