Payment Selection Entry

 

Function

Use this task to automatically, manually, or semi-automatically select invoices for payment. The first step in paying open invoices is to select the invoices to be paid. The Aging Report a list of aged open invoices) can be used to determine which invoices should be paid for each vendor. The Cash Requirements Report provides a projection of invoices coming due.

 

=> To access this task...

Select Payment Selection Entry from the Accounts Payable Processing menu.

 

Selecting a Payment

The Payment Selection Entry form contains interactive filters for displaying records from the Open Invoice file. As you leave each filter field, the grid data refreshes in accordance with the filter selections. The grid includes "display only" fields showing the Payment Group, AP Type, Vendor ID and Name, Invoice Number, Hold flag, Due Date, Discount Date, Invoice Amount, Amount Due, and Retention Amount. These fields are not editable during Payment Selection, but can be changed/adjusted by calling up the desired invoice in AP Invoice Entry. The payment and discount amounts can be adjusted as desired, and the amount due is automatically recalculated as the original invoice amount minus the discount, payment and retention.

 

NOTE - Invoice selection is accomplished by selecting the checkbox to the left of the invoice in the grid. Selecting the [Run process] Run Processd button button then commits the selections to be paid.

 


Payment Selection Entry

 

In the Payment Group field...

  • Enter the payment group desired. The description of the payment group is displayed and leaving the field results in the filtered results being displayed in the grid.

  • Leave unfiltered to view all payment groups.

  • Click Click to select from a list of existing payment groups.

In the AP Type field...

  • Enter the accounts payable type to select for payment. The description of the AP type is displayed and leaving the field results in the filtered results being displayed in the grid.

  • Leave unfiltered to view all AP types.

  • Click Click to select from a list of existing accounts payable types.

In the Vendor ID field...

If the vendor is on hold, a message will display on the screen.

  • Enter a valid vendor number. The description for the vendor ID is displayed and leaving the field results in the filtered results being displayed in the grid.

  • Leave unfiltered to view all vendors.

  • Click Click to select from a list of existing vendor numbers.

In the Due Date Operator field...

  • Select from the dropdown list:Less Than, Equal To, Greater Than, Less Than/Equal to, Greater Than/Equal To, Not Equal.

In the Disc Date Operator field...

  • Select from the dropdown list:Less Than, Equal To, Greater Than, Less Than/Equal To, Greater Than/Equal To, Not Equal.

Take Overdue Discounts? checkbox...

  • Mark the box to take all discounts regardless of discount due dates.

  • Unmark the box to take discounts only when the discount date has not yet passed.

In the Total Payments field...

Display only. Displays the total of the selected invoice(s).

 

In the Invoice Due Date field...

  • Enter the invoice due date to be included in the selection process in mmddyyyy format.

  • Leave blank to view all due invoices.

  • Click Calendar button to select a due date using the calendar tool.

In the Discount Date field...

  • Enter the discount due date to be included in the selection process in mmddyyyy format.

  • Leave blank to view all due invoices.

  • Click Calendar button to select a discount date using the calendar tool.

When done making form selections...

  • Select the checkbox to the left of the invoice(s) to be paid in the grid.

  • Click Clear Form button to clear the form and re-enter selections.

  • Click the [Select All] button to select all invoices in the table.

  • Click the [Clear All] button to clear all selections in the table.

  • Once the desired invoices have been selected, click Run Process button to update the selection file and close the Payment Selection Entry form.



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