AP: Creating a Single Payment Batch

You can use this procedure to create an single payment batch.

  1. From the Accounts Payable menu, select Payment Processing Wizard. Select the Create a New Batch Function and Single Entry Checks Batch Type, and click Finish. The AP: Payments screen is displayed.

  2. On the AP: Payments screen, enter information into the required fields: Payment Type the NACHA option is available only if the vendor is set up as a NACHA vendor in the AP: Vendor Master File), Check Number, Date, Company Number and payee Name.
  3. In the Payee Information section, select Standard or Other vendor .
  4. Select the Apply to Expenses check box if the payment amount is expensed directly to the General Ledger # and Job.
    • If you select Apply to Expenses, the Applied Invoices grad that is displayed by default, changes to the Applied Invoices grid.
    • Click the Add New button (*) at the bottom of the General Ledger Distribution grid, and enter the General Ledger Account Number, Job Number and Amount to use when expensing the payment.
  5. If the payment amount applies to an invoice already created in AP: Invoice Entry, leave the Apply to Expenses check box cleared, and click the Select Invoices button to import invoices already in the system. When finished, Click OK.
  6. On the Other tab, you may complete additional information regarding this payment.
    • Select the Print Advice check box to print an Advice document for the payment.
    • Select the Include on 1099 check box if the payment is part of the 1099 amount for this vendor.
    • Select the Pay Use Tax check box if the payment is subject to Use Tax. This requires entry of a Use Tax Code and the Amount subject to the Use Tax.
  7. Click the Notes Tab to enter notes regarding this payment.
  8. Click the Print Tab to immediately print this payment.
  9. Click the Print button to display the Automatic Check Writing screen.

    10. Note:  Even though the Records may indicate more than one payment exists, the only payment that will be processed is the payment record you were on when clicking on the Print button.

  10. Select the Cash Account to Credit, and then press Tab. The only available options in the Cash Account list are those that are defined in the Cash Accounts Setup screen for Accounts Payable.
  11. The next check number defaults to the Beginning Check # field. You may modify this if necessary. You can also password protect the ability to change the Beginning Check # by adding a Custom Setting. For more information, see Password for Reprinting Payable Checks.
  12. The Check Date defaults to today's date. You may modify this. Click Preview.
  13. The system displays a message stating the number of checks required for the check printing session, the check number range, and the total amount of the checks to print. Click OK if the information is correct and you wish to proceed with the check printing process.
  14. Verify the on screen check and then click Close. The check will print to your default printer. When printing is complete, the system displays a confirmation message.
  15. It is a good idea to retrieve the check from the printer to verify that the check did print (there could be a paper jam, the checks could be in the print tray backwards, etc.). Click Yes if the check printed correctly.