Creating a Payment Batch Automatically

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A/P Create Payment Batch Screen

Excluding Vendors from Payment Selection

You use the A/P Create Payment Batch screen to create batches of payments to pay vendor invoices that are due or have a discount available for early payment.

  • 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 and payment 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 create a payment batch:

  1. Open Accounts Payable > A/P Transactions > Create Payment Batch.
  2. 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 Create Payment Batch screen to select the records you want.

  3. Fill in the fields on the Select tab.

    For help on the fields on this and other tabs on the Create Payment Batch screen, see A/P Create Payment Batch Screen.

  4. Fill in the fields on the Criteria tab.

    Note: Transactions must meet all selection criteria on this tab and on the Select tab to be considered for payment.

  5. If you want to exclude specific vendors who match all other selection criteria from this payment run, add them to the list on the Exclusion tab.
  6. In multicurrency ledgers, if the bank or vendor currency is not the functional currency and you need to change the exchange rate information for the checks, use the Rates tab to adjust them. More...

    For each type of rate (bank and vendor):

    • Specify the rate type code.
    • Specify the exchange rate.

    You enter the rates for converting the bank currency or the vendor currency to your functional currency. If either of these currencies matches the functional currency, the rate for that currency is 1.0000000.

  7. Check all your criteria to make sure these are the vendors for which you want to generate checks.
  8. If you use optional fields, check the Optional Field tab to ensure that any payment optional fields assigned to the batch are correct. Edit the optional fields or add different ones, as necessary.
  9. Make sure your printer is turned on and ready, and then click Register to print the payment register.
  10. 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. The program retains all the criteria you specified to ensure that the generated checks match the Pre-Check Register.

  11. When you are ready to create the payment batch, click Generate.

  1. 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.

  2. 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.

  3. You can print a single check before processing all other checks, using the Print Check button in the A/P Payment Entry screen.
  4. Select the Ready To Post option for each batch, or select each batch individually from the Payment Batch List screen, then click Yes when asked whether to choose the Ready To Post option.
  5. Print and post the payment batches. For more information, see Printing Checks for a Batch of Payments.