Learn Applications -> A/P -> Paying Invoices

Paying Invoices

You can print system-generated checks or checks for hand-marked invoices only. System-generated checks are printed for all vendors for the following types of invoices:

• Invoices with voucher dates equal to or older than the specified date
• Invoices with text vouchers.
  
  A maximum of 24 invoices appear on the check stub. If you are printing a check for more than 24 invoices, the total amount for all of the invoices prints on the last check. All previous checks are voided.
  
  For example, if you are printing a check for 50 invoices, the first 24 invoices appear on the first check's stub. Invoices 25 through 48 appear on the second check's stub. The last two appear on the third check's stub, and this check contains the amount for all the invoices. The first two checks are voided.
  
  To verify which checks will print, you should print and review the To Be Paid Report before printing checks.
  
  If the AP-PAY file was created when the To Be Paid Report was printed, you must hand mark the invoices you want paid using the A/P Posting Payments tab. For more information, see the online help topic Paying A/P Invoices.
  
  When you print checks, the AP-PAY file is deleted. If you need to reprint checks, you must start over by printing the To Be Paid Report and creating the AP-PAY file. You must also hand mark the invoices to be paid.
  
  To request system-generated checks, go to the (QR) Accounts Payable Reports screen and select the [D] Print Checks report code. For instructions for using the (QR) screen to print A/P checks, see the online help topic Printing Standard Accounts Payable Reports.

• Using Hand-Written Checks
• UsingDDMS-Generated Checks
• Releasing Checks

Using Hand-Written Checks

If you did not enter the check number when you posted the invoice, and if you are paying an invoice with a hand-written check, you must mark the invoice as paid by manually entering the check number.

To enter the check number:

1. Double-click the icon. The Accounts Payable Posting window opens, displaying the Invoice tab.
   
   
2. Select the vendor for whom you are specifying the check number. If you need instructions, see the online help topic Selecting a Vendor in Accounts Payable.
   
   
3. After you select a vendor, the Accounts Payable Batch Information dialog box opens. Specify the batch number, the general ledger number, the posting date, the posting period, and the fiscal year for this transaction. Click OK. For detailed instructions, see the online help topic Specifying A/P Batch Information.
   
   
4. When the cursor moves to the Invoice # box, enter the number of the invoice for which you want to enter a check number and press Enter.
   
   
5. After you enter the invoice number, click the Check # box and enter the check number.
   
   
6. Click Post.
   
   
7. When the Are You Sure You Want to Save the Records message appears, click Yes. The Posting message appears while the information is posted.

Using System-Generated Checks

When you let the system generate checks, the system determines which checks to pay by comparing the voucher or net date and the specified pay date. The system pays invoices with dates equal to or earlier than the voucher or net date.

The system applies the check number to the invoice when the check is printed, and does not show the invoice as paid until the check is released.

To let the system generate checks, you should print the To Be Paid Report in the (QR) Accounts Payable Reports screen and print the checks. You may also need to change the voucher and/or net date.

To change the dates:

1. Double-click the icon. The Accounts Payable Posting window opens, displaying the Invoice tab.
   
   
2. Select the vendor for whom you are changing the voucher or net date. If you need instructions, see Selecting a Vendor in Accounts Payable.
   
   
3. After you select a vendor, the Accounts Payable Batch Information dialog box opens. Specify the batch number, the general ledger number, the posting date, the posting period, and the fiscal year for this transaction. Click OK. For detailed instructions, see Specifying A/P Batch Information.
   
   
4. When the cursor moves to the Invoice # box, enter the number of the invoice for which you want to change voucher and/or net dates and press Enter.
   
   
5. After you enter the invoice number, the invoice date and discount percentage appear in the Invoice and Disc % boxes. At this point, you can change the voucher and net date.

   If you want to pay this invoice, enter the system date or text voucher in the Voucher box. (If you create the AP-PAY file so you can pay the invoice in the Accounts Payable Posting Payments tab, you must use a numerical voucher. You cannot use a alpha text voucher.)

   If you changed the voucher date to be later than the net date, you must change the net date in the Net box. For example, if the net date is 09/15/01, and you change the voucher date to 09/17/01, you must change the net date to 09/17/01 or later.

6. Click Post.

7. When the Are You Sure You Want to Save the Records message appears, click Yes. The Posting message appears while the information is posted.

Releasing Checks

An invoice is marked as paid when you post a check number for the invoice. You must release checks after they are marked as paid. The check numbers are automatically assigned for invoices paid with system-generated checks. You must manually enter the check numbers for hand-written checks. You should release checks as soon as possible after entering hand-written checks or printing system-generated checks to complete the process.

If you do not release checks soon after they are printed, and you run checks again, the same invoices are paid but are assigned different, system-generated, check numbers.

When you release checks, three things happen:

1. A version of the A/P Check Register Report is printed. This report is a check register for the checks you released and includes the following information:

   invoice number
   invoice date
   business period
   control and reverse general ledger account numbers
   check number
   voucher date
   net date
   posting remarks
   charge or payment amount
   discount amount
   invoice balance and status.

   This report also includes a summary of all invoices in the following categories:

   outstanding
   system-paid
   hand check
   no voucher
   to be paid.

2. Information is updated in the following files:

   AP-CHECK
   AP-MASTER
   V-AUX
   PR-BA-DAY
   PR-BA-YTD
   PR-BAINDEX.

3. The figures from the General Ledger Summation (at the end of the A/P Check Register Report) are sent to the G/L batch file #9999 if you specify Y in the AUTO POST field in the (L2) G/L Master Numbers screen.

To release checks, go to the (QR) Accounts Payable Reports screen and select the [C] Print A/P Reports function. For instructions for using the (QR) screen to release checks, see the online help topic Printing Standard Accounts Payable Reports.