Applying Payment Controls

  • You use the A/P Control Payments screen to specify payment controls for a single document or for ranges of transactions and vendors. More...

    You use the tabs on the Control Payments screen as follows:

    • Single Document. Use this tab to select single documents for a specific vendor, and change the status of individual documents, as well as the due date, discount date, discount percent, and discount amount. You can also change the prepayment activation date for prepayments.
    • Range of Documents. Use this tab to select a range of invoices, debit notes, credit notes, and prepayments for a range of vendors. For example, you could use this tab to put all invoices on hold for a specific vendor or for a vendor group.

    • Important! Placing invoices on hold using the Control Payments screen prevents you from generating payments using the Create Payment Batch screen. It does not prevent you from entering checks using the Payment Entry screen.

    • Post all invoice, payment, and adjustment batches so your vendor records are up to date.

    • Print and review the Vendor Transactions report to see which payments you want to control.

      Alternatively, you can open the Create Payment Batch screen, set your payment criteria, and then print a Pre-Check Register to review payments.

    To control payments in system-generated batches:

    1. Open Accounts Payable > A/P Transactions > Control Payments.
    2. To apply controls to a single document:
      1. On the Single Document tab, fill in the following fields to select the document you want to change:
        • Vendor Number
        • Document Number (invoice, credit note, debit note, or prepayment)
        • Payment Number (will be "1" unless the document has a multiple payment schedule)
      2. Click the Go Go button button or Press F7 to display information for the document so that you can change it. The fields you can change are:
        • Due Date
        • Discount Date
        • Discount Percent
        • Discount Amount
        • Document Status (Normal, Forced, or On Hold)
        • Activation Date for prepayments (the date after which the prepayment is considered when calculating the amount due for payment)

    3. To apply controls to a range of documents or a range of vendors:

      1. On the Range of Documents tab, fill in the following ranges:
        • Vendor Group
        • Vendor Number
        • Document Number (since different vendors use different numbering systems, this option may be useful only if you are selecting invoices from a single vendor)
      2. Select the document types for which you want to change the status.
      3. Select the Document Status that you want applied.
    4. Click Process.

    Choose Create Payment Batch, set your payment criteria, and print a Pre-Check Register to review payments.