Paying A/P Invoices by Setting Limits

The Accounts Payable Posting Payments tab lets you view and mark the invoices you need to pay by vendor or by a specified date. You can set the date using the Pay Through Date box in the Accounts Payable Payment Limits dialog box. After you update the AP-PAY file, you can print the Vendor Recap Report which shows a list of the amount that will be paid to each vendor.

The Payments tab lets you set limits for the invoices you want to pay using the vendor's account number, name, code, and general ledger location. You can also set limits using the pay, voucher, and net dates.

To set limits for the invoices you want to pay:

1 Double-click the Generate/AP_ICON16.gif icon. The Accounts Payable Posting window opens, displaying the Invoice tab.

2 Click the Payments tab or press F3. The Payments tab opens.

3 Click the Setting Limits button.

4 If you created the AP-PAY file, the AP File exists message appears. At this message, you can delete the current AP-PAY file and generate a new one, or add to the existing AP-PAY file.

To delete the current AP-PAY file and generate a new file using the limits you set, click Delete.

To add to the current AP-PAY file and generate a new file using the limits you set, click Append.

5 The AP Payments Limits dialog box opens. In this dialog box, you can use the Vendor From/Vendor To, Vendor Name From/Vendor Name To, Vendor Code, Pay Through Date, and Which Date To Use boxes to set limits for the invoices you want to pay. Click each box by which you want to limit or press Tab to move from box to box.

6 When you finish setting limits, click Find. The invoices for the vendor(s) you specified appear.

7 At this point, you can select all the invoices for all vendors for payment, or you can individually mark the invoices you want to pay.

To mark all the invoices for all the vendors for payment, click the Pay All button.

To mark invoices, click the box in the Pay column corresponding to the invoice you want to pay.

8 The Would You Like to Limit Marking of Invoices By a Dollar Amount message appears. You can mark all the invoices without entering a dollar amount, or you can specify an available amount.

To mark all the invoices without specifying a dollar amount, click No. If you specified to pay all the invoices, all the invoices are marked for payment. The Total Used box displays the amount of money required to pay all the invoices. If you specified to mark the invoices for payment, click each invoice you want to pay. As you mark invoices, the amount in the Total Used box increases, displaying the amount of money required to pay the invoices.

To specify an available amount of money, click Yes. At the How Much Money Would You Like to Apply to Marking Checks message, enter the amount, including the decimal and click OK.

Note: To view the invoice totals currently marked for payment by vendor, click the Recap by Vendor button. The Mark Invoices - Vendor Recap dialog box opens, listing the vendor's account number and the total amount due for the marked invoices. To print the listing, click Print. When you finish viewing the totals, click Close.

The amount you have available appears in the Available box. As you mark invoices, the amount in the Applied box is increased, and the Available amount is reduced. If the system reaches an invoice that it cannot completely pay, the You are Out of Money message appears. At this point, you can mark the invoice to be paid even though you do not have enough money available. To pay this invoice in full when the You are Out of Money message appears, click Yes. If you do not want to pay this invoice in full when the You are Out of Money message appears, click No.

9 When you finish marking invoices, click the Update Pay File button. If you attempt to exit the window without updating the pay file, the Must Update AP-PAY File message appears. After you click the Update AP-PAY File button, the AP-PAY file is updated with the limits you specified. These limits remain until you specify different limits and delete the existing AP-PAY file.

Note: The Total Used box displays the amount of money used to pay the marked invoices, and the Available box displays the difference between the amount specified as originally available and the amount you used. For example, if you specify an available amount of $5000 and your invoices total $4574.25, the Total Used box displays $4574.25 and the Available box displays $25.75. However, suppose you specify an available amount of $5000, your invoices total $5134.17, and you mark your last invoice of $200. The You are Out of Money message appears because you do not have enough money to pay all of your invoices. If you click Yes to pay the invoice in full, the Available box displays $-134.17 because you spent more money than you have. The Total Used box displays $5134.17. Similarly, if you click No and do not pay the invoice in full, the Available box displays $65.83 and the Total Used box displays $4934.17.

10 When all the invoices you want to pay have been selected, print the checks in the (QR) screen using the [D] Print Checks action code. For details on printing checks, see the Printing A/P Checks.

11 Once your checks have printed, you can release your checks. For details, see Releasing A/P Checks.

See also:

Accounts Payable Checks