AP Check Payments Training

Application:

Accounts Payable

Process:

Check Payments

Objectives:

1.

Prerequisites: 1.

To pay a batch of invoices for many vendors.

Invoice(s) to be paid must be entered, approved, uncancelled, without holds,
and must have the same currency as the payment.

Creating Check Payments....................................................................................................................1

Initiating Payment Batches..................................................................................................................2
Selecting Invoices /Verify Payment Register is correct......................................................................4
Modify Payments...................................................................................................................................6
Adding an invoice to a Payment Batch................................................................................................7
Removing an invoice from a Payment Batch.......................................................................................7
Removing all invoices for a particular supplier site from a Payment Batch.........................................7
Changing payment or discount amounts for a selected invoice...........................................................7
Formatting and Printing Payments.....................................................................................................8
Confirm Payment Batch.......................................................................................................................9
Payment Batch Sets.............................................................................................................................11
Creating Check Payments
Payment batches are used to generate checks for batch of invoices from many vendors. There is a series
of steps to follow to print checks with a Payment Batch. Most steps are initiated from the Payment
Batch Actions window. The steps are:

Initiate Payment Batch

Select Invoices/Verify Payment Register

Modify Payments
Format Payments
Print Checks
Confirm Payment Batch
Initiating Payment Batches
Navigate to:

Payments>Entry>Payment Batches
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AP Check Payments Training

Batch Name:

Payment Date:
Pay Group:
Bank Account:
Payment Document:
Pay Through Date:
Payment limits:

Enter the Payment Batch Name. The recommended naming convention is

User_Initials-Date (MMDDYY)-Daily_Sequence_No. (e.g. CSA-1131001). This name will appear on your reports and will help you locate the
batch online. If you file physical documents by batch name, a systematic
naming convention will facilitate retrieval.
Verify the Payment Date. This is the date that Payables will print on the
payment.
Optionally select a Pay Group. Payables will select invoices with this Pay
Group.
Optionally change the Bank Account.
Select the Payment Document
Verify the Pay Through Date. Payables will select invoices with a discount
or due date on or before this date.
Optionally review or adjust the payment limits. The Maximum/Minimum
Payments define the range of payment amounts allowed for a single
payment in a payment batch. Payables will not pay any invoices for a
supplier site if the total of the invoices for the supplier is more or less than
the Maximum/Minimum Payment. There are other options available such
as maximum outlay, allow zero payments, and hi & low payment priorities
to assist in further constraining the batch.

Selecting Invoices /Verify Payment Register is correct

Choose:
Select:
Choose:

Actions Button
Select Invoices & Build Payment & Print Preliminary Register
OK Button

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Payables will initiate three concurrent processes, AutoSelect, Build Payments and Preliminary Payment
Register.
The Preliminary Payment Register is printed when the invoices are selected and the payments are built.
It should be used to review the payments Payables will create when you format payments for the
invoices in a Payment Batch.
You should review the Preliminary Payment Register to see which invoices and vendors will be paid, the
discounts taken, and the total amount paid to each vendor.

Payables groups the invoices by vendor site and prints the total for each payment for a site.

Payables prints asterisks and a non-payment reason for the invoices selected for payment in the
payment batch, but that do not meet payment requirements.

Payables does not create payments for a vendor site's invoices if the total of the selected
invoice(s) exceeds the maximum payment amount or is less than the minimum payment amount that you
specified for the payment batch, or the total payment amount for a vendor site is less than or equals
zero.
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Check the Preliminary Payment Register to ensure that all the invoices needing payment are included on
the register. You should also check to ensure that no payments will be generated for invoices that
should not be paid.
After the concurrent request are finished you need to requery the Payment Batch form, when the Status
field changes to Built and the Payments button becomes active you may proceed to the next step.

To requery the form you may use one of the following methods:
Select :
Choose:
Or
Select :
Modify Payments

View, Find
Enter search criteria
Find Button
Tools, Refresh Status

Then after reviewing the Preliminary Register you can modify the Payment Batch by:

Changing the payment amount of an invoice

Preventing payment to a supplier

Preventing payment of a particular invoice

Adding an invoice that Payables did not select.

In order to modify a Payment Batch the status must be built. (i.e. The Payment Batch must be initiated
but cannot have formatted payments).
Navigate to:

Payments>Entry>Payment Batches

Choose:
Select:
Choose:

View, Find
Select the appropriate Payment Batch
Payments Button

You can navigate between the various suppliers selected to be paid, by clicking the PgUp/PgDn keys
while the cursor is in the Supplier field.

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Adding an invoice to a Payment Batch

Clear the form and then enter the Supplier name and Site.
Select Yes for Pay supplier.
Payables displays the approved invoices for the supplier site.
Select Yes for Pay invoice for each invoice you want to add to the payment batch.
Removing an invoice from a Payment Batch

Query the Supplier name and Site.

Payables displays the invoices for the supplier site which were selected for the payment batch.
Select No for Pay invoice to remove it from the Payment Batch.
Removing all invoices for a particular supplier site from a Payment Batch

Query the Supplier name and Site.

Select a Non-Payment Reason for your records (Optional).
Select No for Pay supplier.
Changing payment or discount amounts for a selected invoice

Query the Supplier name and Site.

Payables displays the invoice(s) for the supplier site which were selected for the batch.
Alter the payment or discount amounts for the invoice.
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Choose:
Build Button to save your work
Payables will initiate the Build Payments concurrent process.
Once the Build Payments process is complete you should review your changes by printing a new
Preliminary Payment Register
To print the Preliminary Payment register:
Navigate to:
Payments>Entry>Payments
Choose:
Select:
Choose:
Deselect:
Select:
Choose:

View, Find
Select the appropriate Payment Batch
Actions Button
Format Payments checkmark
Print Preliminary Payment Register
OK Button

Formatting and Printing Payments

Once the Preliminary Payment Register has been verified the payments can be formatted for printing.
Navigate to:
Payments>Entry>Payment Batches
Choose:
Select:
Choose:
Select:
Choose:

View, Find
Select the appropriate Payment Batch
Actions Button
Format Payments & Print Now
OK Button

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Note: If for some reason you prefer to first format the payments, you may do so by checking only the
Format Payments check box . After the format is successfully completed you may print the check using
the following way:
Select:
Select:
Choose:

View, requests, Find

The Format Payments Request
Tools, reprint

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Load the check stock into the check printer.

Choose:
OK Button

Confirm Payment Batch

After the Formatting and Printing are finished you need to requery the Payment Batch form, when the
Status field changes to Formatted you may proceed to the next step.
Now you need to confirm whether all the checks were printed correctly, or is there any skipped or
spoiled stock paper.
Choose:
Select:
Choose:

Actions Button
Confirm Payment Batch
OK Button

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In the Confirm Payment Batch window Enter the range of Checks :

Printed
Skipped if there any
Spoiled if there any

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Choose:

Confirm Button

Payables initiates two concurrent processes, Confirm Payment Batch and Final Payment Register.
Now your Payment Batch process is completed , and Payables releases the Payment Document that was
used by this batch. Other Payment Batches or Expedited payments may now use this Payment
Document.

Payment Batch Sets

A new R11i functionality that allows the user to initiate more than one payment batches with a single
payment batch submission. You set up a payment batch which groups several payment batches together
so you can simultaneously submit the selection, build, or format process for each payment batch in the
set. This streamlines the process of submitting multiple payment batches for your bank accounts. This
feature also supports the multi currency payment needs.
Note: For each payment batch set, define a separate payment document in the Payment Documents
window. Each payment batch in the set must use a unique payment document.

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