A/P Create Payment Batch Screen

Open Accounts Payable > A/P Transactions > Create Payment Batch.

This button clears the current payment selection criteria, and allows you to specify a new selection code.

Click this button to generate a payment batch.

For more information, see Creating a Payment Batch Automatically.

Click this button to preview the payment transactions that will be created by the current payment criteria when you generate a payment batch.

For more information, see Printing the Pre-Check Payment Register.

Enter the code for the selection criteria you want to use to create a payment batch.

The Selection Code field disappears after you enter a code. If the Selection Code field does not appear at the top of the screen, and you do not want to use the current payment selection criteria, click the Clear button to erase previous selection criteria, and then enter the code you want to use.

Tip: Do not click Clear if you want to keep most of the criteria you used previously. You can modify the selection criteria after entering the code.

Criteria from the specified payment selection code record appear as defaults on this tab, but you can change the criteria for a particular check run.

Specify a range of account sets to include in the check run, or accept the blank in the From field and the ZZZZZZs in the To field to include all account sets.

Note: Vendors must meet all selection criteria you specify on the screen.

These fields appear only if you specified Discount Date or Due Date or Discount Date in the Select Documents By field.

Accounts Payable selects only transactions with a discount date that falls within the range of dates you specify. The discount must also be available as of the batch date to be selected.

Note: Because discounts do not apply to debit notes, credit notes, interest charges, and prepayments, they are not included in batches generated using the Discount Date selection method.

These fields appear only if you specified Due Date or Due Date or Discount Date in the Select Documents By field.

The date you enter is used as the cutoff date for selecting transactions.

Select this option if you want to pay all documents that meet the selection criteria.

Select this option if you want to pay only documents that are marked Forced in the Control Payments screen and that:

  • Use the specified bank, if you selected Select Vendors With This Bank Code Only on the Select tab.
  • Use the vendor currency specified on the Select tab.
  • Do not have pending payments in an open batch.
  • Are within the range of vendor amounts.

Specify the range of payment codes for which to create checks, or accept the blank in the From field and the ZZZZZZs in the To field to include all payment codes.

Note: Vendors must meet all selection criteria you specify on the screen.

Choose whether to pay only transactions that are due on or before a specified date, pay only transactions that have available discounts for early payment, or pay transactions that are due and provide a discount.

Note: Because discounts do not apply to debit notes, credit notes, interest charges, and prepayments, they are not included in batches generated using the Discount Date selection.

Specify the range of amounts you want to pay, or set a range from 0.01 to 999,999,999.99 to pay any amount, regardless of its size.

Restricting the vendor amounts allows you to pay smaller amounts routinely, and use different procedures for larger checks.

Note: The total amount due for a vendor (one or more invoices) must be within the range you specify.

Specify the range of vendor groups to include in the check run, or accept the blank in the From field and the ZZZZZZs in the To field to include all vendor groups.

If you have only one vendor group, enter the vendor group code in both fields.

Note: Selected vendors must meet all selection criteria.

Specify the range of vendors to include in the check run, or accept the blank in the From and the ZZZZZZs in the To field to include all vendors.

Note: Selected vendors must meet all selection criteria.

This field appears if you use Sage 300 Transaction Analysis and Optional Field Creator.

You can use this option to specify a vendor optional field as a criteria for selecting vendors for a payment batch.

If you specify an optional field, additional fields appear, letting you specify a range of values for the field. You can also accept the blank From field and the ZZZZZZs in the To field to include all the values for the optional field.

If you do not want to use an optional field as criteria, accept None, the default setting for this field.

Note: Selected vendors must meet all the selection criteria on the screen.

Exclusion criteria specified for the payment selection code appear as defaults on this tab. You can exclude additional vendors, or remove vendors from the exclusion list for a particular check run.

On the table, type the number of each vendor you want to exclude from the payment batch, or use the Finder to select the number.

Accounts Payable automatically inserts the payment optional fields assigned to the payment selection code you specified for the payment batch. You can add or delete payment optional fields, and change the default values that appear.

You can add or delete any optional fields that are defined for payments on the Optional Fields setup screen.

You can delete an automatically inserted optional field from the tab. However, when you create the batch, Accounts Payable reinserts the optional field with the default value from the optional field setup record.

Accounts Payable assigns values to optional fields in the payment batch, as follows:

  • For optional fields assigned to the batch on the Create Payment Batch screen, it uses the value from the Optional Fields tab.
  • For automatically inserted payment optional fields that are not assigned to the payment selection code or on the Optional Fields tab:
    • If the optional field matches an optional field in the vendor record, the program uses the value from the vendor record, unless you also specified a remit-to location.
    • If the optional field matches an optional field in the remit-to location record specified on an invoice, the program uses the value for the remit-to location.
    • If the values for an optional field in the vendor record and the remit-to location record are different, the value from the remit-to location is used.
    • If the vendor does not use the payment optional field, the program uses the value specified in the optional field setup record.

The program also displays the descriptions for the specified values.

Accounts Payable uses the rates specified on the Rates tab to convert the bank currency and the vendor currency to your functional currency.

Note: If the bank currency, the vendor currency, and the functional currency are the same, this tab does not appear.

This tab displays the vendor currency and the bank currency (which is the currency of the check).

If either of these currencies is the same as the functional currency, the rate is 1.0000000.

If both currencies are the same currency, but not the functional currency, only one rate appears under the Bank Rate heading.

Note: All payment applications are in the vendor currency, and all payments are in the bank currency.

This is the exchange rate currently in effect for the specified currency and the displayed rate type and rate date. You can change the rate, if necessary.

Accounts Payable uses the Currency Rates tables in Common Services to select a rate that matches the rate type and date.

The Currency Rates tables in Common Services store exchange rates by date for each currency and rate type.

The rate displayed in this field is for the date that corresponds most closely to the batch creation date.

You can change the bank rate date for an existing payment batch on the Payment Entry Batch Information screen. (Click the Batch Number Zoom Zoom button button on the Payment Entry screen.)

This is the code for the type of rate you want to use when converting source amounts to functional currency. Examples of rate types are "spot rate," "average rate," and "contract rate."

You must type a valid rate type, or select one from the Finder.

You define rate types using the Currency Rate Types screen in Common Services.

Specify how to apply partial payments to job‑related invoices that use different contracts, projects, and categories:

  • Top Down. Select this option to apply payments automatically to invoice details, beginning with the first detail on an invoice until the payment is fully applied.
  • Prorate By Amount. Select this option to apply payments proportionately to all invoice details.
  • This field appears only if you use Sage 300 Project and Job Costing.
  • The Create Payment Batch screen generates a partial payment if the invoice uses a multiple payment schedule, or if a payment control limits the size of a payment for a document.
  • The apply method affects only job‑related invoices for which the applied amount is less than the current balance. For example, it does not affect the last payment on a multiple payment schedule.
  • The apply method for the payment selection code appears as the default when you specify a code on the Create Payment Batch screen. However, you can specify a different apply method when you create a payment batch.

This field appears only if you have a multicurrency ledger.

The bank currency is the payment currency. You can change the currency only to another currency that the bank uses.

If you need to add a currency for a bank, you must use the Banks screen in Bank Services to do so.

The batch date appears on batch listings, posting journals, and on the Payment Batch List screen.

Select this option to include payments on the payment register that are due but are excluded from the batch because they have payment controls, or are on the exclusion list.

This option lets you check which invoices will not be paid as a result of an old hold—or a too-generalized hold on a range of vendors.

This is the bank from which the checks will be drawn.

If you have a multicurrency ledger, make sure the bank supports the currency that you want to use.

Use the screens in Bank Services to change bank information.

This is the date that appears on the checks when you print them.

The batch date determines the year and period to which the payment transactions will be posted, unless you edit the transactions using the Payment Entry screen.

Each vendor is assigned a bank code (on the Processing tab of the Vendors screen), which allows you to pay vendors from particular banks.

If you select this option, Accounts Payable creates payments only for vendors that use the bank code you specify on the Create Payment Batch screen.

This field appears only if you have a multicurrency ledger.

Accounts Payable restricts payment batches to a single currency. For example, you can pay vendors whose source currency is US dollars, or you can pay vendors whose currency is Canadian dollars, but you cannot pay both sets of vendors in the same system-generated batch.

If you are paying vendors manually using the Payment Entry screen, you can mix vendor currencies, although all the payments will be in a single currency.

A/P Pre-Check (Payment) Register Screen

Overview

Note: Depending on how your system is set up, this desktop screen may also be available as a web screen. For more information, see the Web Screens Getting Started Guide or the help for Sage 300 web screens.

Use the A/P Create Payment Batch screen to:

  • Create batches of checks to pay vendor invoices that are due or have a discount available for early payment.

    Note: You can have only one system-generated batch open at one time.

    You use the A/P Payment Entry screen to edit batches you create using the Create Payment Batch screen, if the Allow Edit Of System Generated Batches option is selected on the A/P Options screen.

  • Print a report (payment register) of the payment transactions to be created by the current payment criteria when you generate a payment batch.

    Tip: We recommend that you always print and review the payment register, so you do not get unexpected results when you generate the batch.

The Create Payment Batch screen generates payments for vendors according to their payment code. For vendors with no specific payment code, Accounts Payable creates checks only if a check-type payment code is specified as the default for Accounts Payable on the AP Options screen.

For background information on creating payment batches, see About Creating Payment Batches Automatically.

Criteria Tab

Use this tab to specify payment selection criteria:

  • Specify whether to select documents for payment by due date or discount date.
  • Set the selection due date and/or range of dates for available discounts.
  • Specify whether to select all documents that meet the criteria or only forced documents.
  • Set ranges of vendors, vendor groups, account sets, and payment amounts.

Exclusion Tab

Use this tab to list all vendors that you want to exclude from the payment batch.

Optional Fields Tab

Note: This tab appears if you use Sage 300 Transaction Analysis and Optional Field Creator.

Accounts Payable automatically inserts the payment optional fields and default values assigned to the payment selection code you specify for the payment batch.

You can add or delete payment optional fields for the batch you are creating, and you can accept or change the default values that appear on this tab.

When you create the batch, the program includes with each payment:

  • All payment optional fields that are marked for automatic insertion.

    Note: If you delete an automatically inserted optional field on this tab, the program reinserts it when you create the batch.

  • Any additional payment optional fields that you specified for the payment batch.

Rates Tab

You use this tab to change the exchange rates for the payment batch.

The default bank rate for the check currency and the vendor currency comes from Common Services, and is based on the rate type and the session date.

Note: These rates are for converting the bank currency and/or the vendor currency to your functional currency. If either of these currencies is the functional currency, the exchange rate for that currency will be 1.0000000.

The rates you specify on this tab apply to the whole batch. If you need to change the rate for a few transactions, you can edit them using the Payment Entry screen.

Select Tab

You use this tab to specify:

  • The batch date and the date that will appear on checks.
  • The bank account from which the checks will be drawn.
  • The bank currency (check currency) and the vendor currency (multicurrency ledgers only).
  • Whether the Pre-Check Register will list payables that were bypassed due to the selection criteria.

The tab also provides the date that the Pre-Check Register, was last printed, the date that the last manually entered check was printed, and the date that the last system check was printed, and it shows whether there are any unposted payment batches.