Use Payment Selection to select the check and ACH payments expected to vendors based on selection criteria that you can revise during each payment selection session. You can review and adjust the payments selected, set check processing parameters, and then print the checks by using Print Checks.
Select checks for printing
Select Financials | Payables | Payment Selection.
In Date, specify the date that you are making selections.
Click the Reverse Payment Selection button to reverse a payment selection that has been saved as Posted and where no checks have been printed and kept and where no ACH payments have been created. The documents will be updated (upon SAVE) to be eligible to be included in a future Payment selection group. Think of them as being VOIDED from the prior Payment Selection.
In Description, type a description for this payment selection.
Status is set to Pending by default. After all selections are accurately specified, change Status to Posted.
(Optional) Use Session Reference to group payment selections for reporting. For example, type the user’s initials and the date for all void checks that the user creates on a particular day. If Joe Smith creates payment selections on April 29, 2011, type JS042911in Session Reference.
In Bank Account, select the account from which the payments will come.
Click to select the Always Accept Discount check box if you want to automatically accept discounts. Selecting this option sets the Discount column value in the Documents grid. If the check box is selected prior to selecting the Update List button and the terms provide for a discount, the Discount column value is set to the computed discount amount even if the Date (from the screen header) is not on or before the invoice's Discount Date.
Click the Automatically Create ACH File check box to have the system automatically create the file when payment selection is saved. This check box is only visible when Allow Automatic ACH File Creation at Payment Selection is selected in Financials | Setup | Payables Policies.
Note: When the Automatically Create ACH File check box is checked and the Payment Selection batch is set to a status of Posted and saved, the ACH file creation process that is "kicked off" from ACH Payments will also be kicked off at the end of the process that posts the payment selection batch. Once the ACH file creation process has completed, the user will be able to go to Financials | Payables | ACH Payments and use Find on the main toolbar to lookup the ACH payment batch and access its attached ACH file. See also Vendor ACH Quick Start.
Currency is display-only and shows the currency assigned to the selected bank account. This field is included only if you are using Multicurrency in your Beyond Software system.
Selection Criteria area
In Payment Method, select the option that represents which methods of payment you plan to use to pay for the documents that will be selected for payment in the Documents grid.
Select ACH if payables documents for vendors where the Payment Method is set to ACH are to be retrieved and included in the Documents grid.
Select Check if payables documents for vendors where the Payment Method is set to Check are to be retrieved and included in the Documents grid.
Select ACH and Check if payables documents for vendors where the Payment Method is set to Check, ACH-CCD or ACH-PPD are to be retrieved and included in the Documents grid.
(Optional) In Invoice Due Date, specify an invoice date to examine what invoices are ready for you to select for payment.
(Optional) In the AND/OR field, select the Boolean command you wish to use to filter which documents are eligible for payment selection in the grid. Choosing AND will require documents to match the Invoice Due Date AND Discount Due Date filters in order to be included in the grid. Choosing OR will require the documents to match one of the Invoice Due Date OR the Discount Due Date filters to be eligible to display in the selection grid.
(Optional) In Discount Due Date, specify a discount date to examine what invoices are ready for you to select for payment.
When the Include Unapplied Documents check box is selected, the grid will include documents such as adjustments that have not yet been applied against an invoice. When the check box is cleared, only applied documents will appear in the grid.
(Optional) In Selection Range, select one of the following values:
None – Selects all of the documents based on the specified criteria.
Vendor Class – Select based on vendor class.
Vendor ID – Select based on vendor ID.
Vendor Name – Select based on vendor name.
In the first range field, specify the beginning value that you want to use to search. The field is enabled after you make a selection in Selection Range.
In the second range field, specify the ending value that you want to use to search. The field is enabled after you make a selection in Selection Range. For example, if you specify Vendor Name in Selection Range, type part or all of a vendor’s name in the two selection boxes. Typing “S” in the first box and “SCH” in the second box will include vendor names that begin with “SCE” and exclude vendor names that begin with “SCH.”
(Optional)In Payment Hold, you can make a selection to exclude invoices by their payment hold status. The valid choices are as follows:
Display Only Invoices on Payment Hold
Do not Include Invoices on Payment Hold
Include Invoices on Payment Hold
Click Update List to load the grid based on the selection criteria.
Note: After you click Update List and make selections in the grid, these fields are updated:
Total Items Selected is display-only and shows a count of the documents that are selected in the grid.
Total Discount(s) is display-only and shows the total amount of discounts included in the documents selected in the grid.
Total Amount Selected is display-only and shows the total amount to be paid for the documents selected in the grid.
Total Payment(s) is display-only and calculates a total for the documents that are selected in the grid.
In the grid, select the documents for printing. You can click Select All to select all items in the grid. Click Clear All to clear all items in the grid.
After you have made your selections and are ready to send the documents to Print Checks, change Status to Posted, and then click Save.
A: You must click Update List again to have the system recalculate the discount amount based on the new date entered.