When creating a payment batch, you might need to exclude from the selection process certain vendors that otherwise meet the payment selection criteria. (For example, if you want to withhold payment from a vendor until you settle a dispute over the quality of goods you received.)
You can use the Exclusion tab on the A/P Create Payment Batch screen to exclude a vendor from a single payment run, or you can exclude the vendor indefinitely using the Exclusion tab on the A/P Payment Selection Codes screen. More...
Before you start
- Define the bank codes you want to use in payment batches using the Bank Services screens.
- Define a payment selection code to set the criteria for batch creation.
- Post all invoice, payment, and adjustment batches so your vendor records are up to date.
The A/P Create Payment Batch screen evaluates payments in unposted batches (to prevent double-paying an invoice), but your records will be clearer if you process your checks systematically.
- Use the A/P Control Payments screen to force or hold payments for vendors.
- Update currency information and exchange rates in the A/P Currency screens.
To exclude a vendor from a payment run:
- Accounts Payable > A/P Transactions > Create Payment Batch.
- In the Selection Code field, enter a payment selection code.
Tip: After you specify a selection code, the Selection Code field is no longer editable. To make the field editable again so you can change the selection code, click Clear. Alternatively, if the Selection Code field does not appear, you can edit all the fields in the A/P Create Payment Batch screen to select the records you want.
- Fill in the fields on the Select tab, as usual.
For help on the fields on this and other tabs on the A/PCreate Payment Batch screen, see A/P Create Payment Batch Screen.
- Fill in the fields on the Criteria tab, as usual.
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To exclude specific vendors who match all other selection criteria from this payment run, add them on the Exclusion tab:
- In the Vendor Exclusion List table, click the Add Line button to add a new line.
- Specify the vendor number.
Note: You must add a separate line for each vendor you want to exclude.
- To remove a vendor from the exclusion list, select a line on the Vendor Exclusion List table, and then click the Delete Line button.
- If you use optional fields, check the Optional Field tab to ensure that any payment optional fields assigned to the batch are correct.
- Make sure your printer is turned on and ready, and then click Register to print the payment register.
- Review the register and make whatever changes are necessary for your check run.
Note: You can leave the A/P Create Payment Batch screen at any time. Accounts Payable retains all the criteria you specified to ensure that the generated checks match the payment register.
- When you are ready to create the payment batch, click Generate.
After creating a payment batch
- Print the batch listing. For more information, see Printing Batch Listings.
Note: If the Force Listing Of Batches option is selected on the A/P Options screen, you must print batch listings before posting.
- Correct payment entries using the A/P Payment Entry screen, if necessary, then reprint the listing.
Note: The Allow Edit Of System Generated Batches option must be selected on the A/P Options screen before you can edit these batches.
- You can print a single check before processing all other checks, using the Print Check button on the A/P Payment Entry screen.
- Select the Ready To Post option for each batch, or select each batch individually from the A/P Payment Batch List screen, then click Yes when asked whether to choose the Ready To Post option.
- Print and post the payment batches. For more information, see Printing Checks for a Batch of Payments.