Accounts Payable Payment Processing

A/P Payment Processing

Permission #111 is required to access this function.

Select Vouchers for Processing

Select Vouchers for payment by clicking the selected box on the left.   You may select a group of documents at by clicking top choice selected button and shift select at the end of the group.   The order of the vouchers can be changed by clicking a column header to change the sort of the vouchers.  For example, clicking the due date column heading will switch the sort by due date allowing a selection of a block of vouchers due by a certain date.  

Click on Edit Selected.   This allows the specification of the type of check processing to occur.   Options include: 

Add voucher to batch - Adds the vouchers selected to the payment batch.   

Add Voucher to payment batch as separate check - If more than one voucher exists for a single vendor, and an individual check is desired, select the voucher and add voucher to payment batch as a separate check.

Add voucher to payment batch as ACH payment - If a check will not be printed and given to the vendor, and the payment will be made by ACH, select this option.

Remove voucher from payment selection batch - If a voucher has been added to the payment selection batch by one of the 3 previous options and needs to be removed, select the voucher, edit selected and choose Remove voucher from the payment selection batch.    The voucher will be removed and be available for payment in the future.

Once all vouchers have been selected for payment, click complete voucher selection to proceed to the check printing process.

ACH 

Vouchers are flagged for ACH when selected for payment.

1. Using option ‘Add voucher to payment batch’, the voucher will be marked as ACH if the vendor is flagged as ACH vendor.
2. Using option ‘Add voucher to payment batch as ACH’, the voucher is coded for ACH even if the vendor is not flagged as ACH vendor.
3. Using option ‘Add voucher to payment batch as separate check’, the voucher is coded as separate check. This is the only way to select an ACH vendor for a check payment.

ACH disbursement account

ACH disbursement account comes from table GLCOMP fields CASH_DISB_SITE_ACH, CASH_DISB_FUND_ACH, CASH_DISB_FUNC_ACH, CASH_DISB_CC_ACH, and CASH_DISB_GL_ACH. There is no way for users to update this account currently. It must be added via SQL. I believe the GLCOMP Maintenance program is still only available through the client. If this account has no value, the default disbursement account is used.

View Selected Vouchers for Payment

This option lets you view the vouchers that are selected for payment.  

Print Checks and generate ACH file.

If using an alternate check book, choose that checkbook from the dropdown.   Otherwise enter the first check to print and assign check numbers.

Check Printing

Once you have assigned the check numbers you can then print the checks.

Check Alignment MSPARMS

Note: All line and position numbers allow negative decimal values. For example, the following is a valid value: -1.5

APCHECK-1-1: Not used

APCHECK-1-2: THIS IS THE LINE THE CHECK NUMBER WILL PRINT.

• Option 1: The line number from the top margin this item should start printing 
  • Example: 6     
  • Default Value: 3
• Option 2: Line from top margin | position from left
  • Example: 6|30

APCHECK-1-3: THIS IS THE LINE CHECK DATE & AMOUNT APPEAR.

• Option 1: The line number from the top margin this item should start printing 
  • Example: 6     
  • Default Value: 7
• Option 2: spelled out amount line | spelled out amount position | date line | date position | numeric amount line | numeric amount position
  • Example: 9|3|7|30|10|55
  • If using option 2, ALL 6 values must be supplied

APCHECK-1-4: THIS IS THE LINE PAYEE NAME AND ADDRESS APPEAR.

• Option 1: The line number from the top margin this item should start printing 
  • Example: 6     
  • Default Value: 11
• Option 2: Line from top margin | position from left
  • Example: 6|30

APCHECK-1-5: LEFT MARGIN ON PDF CHECK

• The number of places for margin 
  • Example: 5
  • Default Value: 2

APCHECK-1-6: This is the line the 1st detail voucher list will print

• The line number from the top margin this item should start printing 
  • Example: 6     
  • Default Value: 3

APCHECK-1-7: This is the line the 2nd detail voucher list will print

• The line number from the top margin this item should start printing 
  • Example: 6     
  • Default Value: 3

APCHECK-2-1: Not used

APCHECK-2-2: Not used

Reprint Checks

If an error occurs and the checks need to be reprinted this option can be used to reprint the entire check run.   If checks were destroyed this screen is also used to reassign check numbers.   In the previous example checks 1234603-1234605 were printed.   If the printer jammed and checks 1234604 and 1234605 were ruined, they can be reassigned to the next available check and be reprinted.  In the From Check Number enter the first check number to be reprinted.   In the To Check Number enter the last check number to be reprinted.  In the First Check Number, enter the check numbers to start the reprinting to.    Then click Reprint and Void Check Range.  Checks 1234604 and 1234605 will be voided in the system.   The checks will be reassigned to check 1234606 and 1234607 and these checks will appear to be printed.

Update check register and end payment processing cycle

Click Process to create the payment records, and create the outstanding checks.    The Last Register allows you to view the last payment process check cycles register.   Once you Process, the last register information will be updated to the check cycle just processed.   To see the check register, click on View Check Register.

Void check and reverse payment

From menu option Accounting>Outstanding Checks, find your check. Click the orange check number link in the list of outstanding checks. 

To void the check but return the voucher to open payables to allow selection for payment again, the "Reverse Voucher Expenses' must not be selected.   Click the ‘Void Check’ button to void the check and reverse payment. Click Void Check again to confirm the void.   All vouchers paid by this check will now be available for payment selection again.  Student Refunds require voucher expenses to be reversed.

To reverse vouchers, check the checkbox ‘Reverse Voucher Expenses’ before clicking the ‘Void Check’ button. Reversing voucher means that they will not be available payment selection again.