How to Run an A/P Process from Payment Possibility

A complete accounts payable process has multiple steps that includes: Payment Possibility, Payment Authorization (optional), Preliminary Run and Final Cheque Run.

Payment Possibility - unpaid invoices are selected and saved in the pay run for processing; an authorization number is assigned.

Payment Authorization - payment adjustments can be made to invoices included in the pay run; invoices may be removed from the authorization batch.

Preliminary Run - a Preliminary Cheque Run report that lists all the invoices included in the pay run will be generated and should be checked for potential errors, prior to proceeding to the Final Cheque Run. Necessary corrections may be made in Payment Authorization and the Preliminary Run must be run again for the authorization batch before proceeding to the Final Cheque Run.

The Final Cheque Run is the last step of the Accounts Payable process. At the completion of the Final Cheque Run, a Final Cheque Register, cheques, and/or EFT payments and notifications are produced. The vendor payment information is updated in the vendor file and the invoice file is updated with the payment information (including the cheque number). Journal Entries are created by the system based on the bank and A/P clearing G/L accounts set up in the batch codes entered. The Final Cheque Register report displays the same payment information as the Preliminary Cheque Register; however, cheque numbers are now assigned and the A/P Journal Entries details displayed.

Use the following steps to run the accounts payable process from Payment Possibility:

1. Click on the Business tab, click Accounts Payable, and select Payment Possibility.

2. In the Unpaid Invoices Selection dialog box, in the Invoice Due Date section, if applicable, click on the calendar icons to enter a From and/or To date. By default, the oldest due date of an unpaid invoice is selected in the From field; the default To date is determined by the Number of days for A/P Invoice Payment field in the accounting settings.

3. If applicable, click on the Batch Fiscal Year drop-down menu to select an option. All fiscal years for which unpaid invoices are found will be available for selection.

4. If applicable, click on the Bank # drop-down menu to select an option. This field will be unavailable and be read-only when adding additional invoices to an existing batch.

The bank codes as set up in the Accounting Settings are available for selection. The default value will be the first bank code on the list.

5. If applicable, deselect any of the following Invoice Entry Types selection boxes (all are selected by default): Regular Invoice, Online Cheque, and/or Imported.

6. If applicable, click on the Invoice Types to select or deselect an option(s). Use the Search field to enter specific information, use the Select All button (selected by default) to select all available options or use the Select None button to remove all selected options.

7. If applicable, select one of the following Vendor Entry Types radio buttons: Both (selected by default), EFT Only or Cheque Only.

8. If applicable, click on the Vendor Types to select or deselect an option(s). Use the Search field to enter specific information, use the Select All button (selected by default) to select all available options or use the Select None button to remove all selected options.

9. Click on the Search button. All unpaid invoices that meet the search criteria will be displayed in the grid.

10. Select as many or as few unpaid invoices from the results displayed in the grid, by clicking the corresponding check mark beside each unpaid invoice, or click the check mark at the top of the grid to select all unpaid invoices.

11. Click on the Select button. The application returns to the Payment Possibility-New screen and all selected invoices will be retrieved and displayed in the grid.

Click on the Clear All button to clear the unpaid invoices selection grid and reset all fields to their default values or click on the Cancel button to return to the previous screen without selecting unpaid invoices.

12. In the Payment Possibility- New screen, all selected invoices will display. If applicable, click on the Add Unpaid Invoices button to add additional unpaid invoices and repeat steps 2 to 11 above.

13. To include invoices from a cancelled or reset pay run in the new pay run, click on the Inv. From cancelled/Reset Authorization drop-down menu and select an authorization number from the drop down list. All invoices from the selected pay run will be retrieved and displayed in the grid.

14. Only invoices with balanced batches will be included in a pay run. The Batch # for an unbalanced batch will be displayed as a hyperlink. If applicable, click on the necessary steps to balance the batch. Refer to How to Balance (Fix) Batches for more information on Batch Balancing.

Note: Multiple unbalanced batches can be selected and balanced, using the Balance Selected Batches action from the Group Actions.

15. Click on the Save button. A pay run will be created and a confirmation message will be displayed. The authorization number will be provided. The number will also display in the Authorization Number field.

Note: All invoices included in the pay run will display a "Y" in the Incl'd field. Invoices with unbalanced batches, if any, will not be included in the pay run and an "N" will be displayed in the Incl'd field.

16. Click on the Go to Authorization button if adjustments to the Pay Run invoices are required, or click on the Go to Preliminary Run button to proceed to the next step of the Accounts Payable process.

Then

Go to Authorization button is selected

The Payment Authorization screen is displayed.

1. Review the payment information. If applicable, make the necessary payment changes to any invoice by entering the desired payment amount in the Pay Now ($) field (See Example Below).

Note: 'Global' payment changes can be made to multiple invoices by using the Group Actions options: Delete, Pay in Full or Pay None.

2. If applicable, click on the Combine Payments for same 'Pay To' Vendor button.

3. Click on the Save button. Changes to the pay run will be saved and the Paid Now amount will be updated in the Totals section.

Alternatively, click on the Cancel button to dismiss any changes and return to the Pay Run Management screen without saving.

4. Click on the Go to Preliminary Run button to continue to the next step of the Accounts Payable process or click on the Cancel button to return to the Pay Run Management screen.

Note: Click on the Print All button to print pay run.

5. Proceed to Next Step.

Go to Preliminary Run button is selected

The Preliminary Run screen is displayed.

1. Proceed to Next Step.

17. In the Preliminary Run screen, click on the Report button to generate a preliminary cheque run report.

18. Click on the Go to Final Run button to save the pay run status as Preliminary Run and proceed to Final Run.

Alternatively, click on the Save button to save the pay run status as Preliminary Run or click on the Cancel button to exit without saving.

Note: The application will exit Pay Possibilities and automatically open the Pay Run Management screen.

19. In the Final Run screen, if the click on the Batch field displays Batch not Selected, click on the Select/Release Batch button to select a batch or to release a current batch and select another. The finalize button will not be available until a batch is selected.

20. If applicable, click on the calendar icon to enter the Cheque Issue Date. The current date will be selected by default.

23. Click on the Print Cheques button to print the cheques or click on the Cancel button to cancel this process.

24. If Print Cheques is selected, in the Cheque Print- Multiple EFTs dialog box, if applicable, click on the Available Templates drop-down menu to select an alternative option.

25. In the Delivery Method section, select one of the following buttons: Print (Hard Copy) or Vendor Default.

26. If Print is selected, click on the downloaded .pdf file (bottom left corner) to view.