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, then click on the PAY INVOICES BUTTON. .png)
PAY INVOICES
DESCRIPTION: This is the area where you set up all the invoices that you've entered into the system for payment.
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To access Pay Invoices, click on the PAYABLES BUTTON on the Main Screen , then click on the PAY INVOICES BUTTON.
After clicking the Pay Invoices button, you will see the following blank AP Pay screen.
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1. Click on LOAD. .png){kind=small}
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2. CHECK DATE .png)
Enter the date you want the checks to be dated.
3. STARTING CHECK #: .png){kind=small}
Enter the starting check number for the checks.
4. INVOICES TO PAY: .png)
Now Select which invoices you wish to pay.
• Load By Fund – Use this option to load only one fund number’s unpaid invoices
If you use the LOAD BY FUND method, an account selection grid will be displayed at the bottom of the form.
Locate the fund for the invoices you want to pay and double-click it to select it.
• Load All – Use this option to load all unpaid invoices into the Invoices to Pay grid
• Load Prepay – Use this option to load a previously created prepayment journal (Note: a Prepay file must exist to select this option)
• Load By Net Date – Use this option to select a group of invoices that have a common net due date
• Load None – Use this option to load all unpaid invoices into the Unpaid Invoices grid
Special Note About Load Options
If you have not created a pending PREPAY file, the Load Prepay option will be grayed out. If you do have a pending PREPAY file, it will be the only Load option available.
5. Click OK.
6. Once all your invoices have loaded on the top grid, decide which invoices you would like to pay by selecting the appropriate arrow keys, which moves the invoices you want to pay to the bottom grid.
Modifying the Amounts to Pay
Once you have a group of invoices you want to pay, you may further fine-tune your selections by changing the amounts that you want to pay on each invoice. To do this, first highlight the invoice whose amount you want to change. Then double-click in the Amount to Pay field (the entire field will be highlighted) and enter the amount you want to pay. Notice that as you change invoice amounts, the Journal Pay Total amount field will change to reflect your total cash outlay requirement.
7. After you have selected and/or modified the invoices you want to pay, click the PREPAY button. .png)
8. Fill in the ENTER PREPAY NAME and click OK.
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9. If your prepayment file was successfully created, you will see the following confirmation window.
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10. The information this window displays is important. It shows the Prepay Journal’s name, the proposed payment total and discount amount, the proposed check date and starting check number.
PREPARING YOUR INVOICES FOR PRINTING, ONCE BOARD HAS APPROVED PREPAY (proposed payment journal)
To prepare your invoices for printing, click on the PAYABLES BUTTON .png)
on the Main Screen, then click on the PAY INVOICES BUTTON .png)
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Again you will see the same blank screen.
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1. Click on LOAD.
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2. This time the Check Date and Starting Check # should automatically fill in for you (if you put them in when you made the prepay.)
3. You will also notice that there is a name under the PREPAY NAME. This is the list of invoices you wanted to pay and generated with your prepay. If you have more than one active Prepay Journal in the selection grid, make sure you elect the one you want to load.
IF FOR SOME REASON YOU WANTED TO DELETE THIS PREPAY BECAUSE THERE WAS AN ERROR IN IT, YOU CAN DELETE THE ENTIRE PREPAY BY CLICKING ON THE DELETE BUTTON LOCATED BELOW THE CANCEL BUTTON. IF YOU DELETE THE PREPAY BY ACCIDENT, NO WORRIES, YOU CAN CREATE IT AGAIN.
4. Click OK to load this prepay for payment.
When the prepay journal has been loaded, you will see the AP Pay screen once more. This time, all the invoices that were selected to create the Prepay Journal you loaded will be in the Invoices to Pay grid.
IF YOU NEED TO MAKE ANY FINAL ADJUSTMENTS TO THE INVOICES YOU'VE SELECTED FOR PAYMENT, PERHAPS BECAUSE THE BOARD DECIDED NOT TO PAY SOMEONE OR MODIFIED THE AMOUNT TO BE PAID, THIS IS THE TIME TO MODIFY/DELETE THE INVOICE.
IF THE BOARD DECIDED TO PAY LESS THAN THE INVOICE, HIGHLIGHT THAT INVOICE AND MODIFY THE AMOUNT IN THE AMOUNT TO PAY SECTION.
5. Once you are satisfied with your invoices, click the PAY button .png){kind=small}
to mark the invoices "paid" in the General Ledger Transaction file.
6. The following confirmation screen will pop up. Click OK if the effective date of the check is OK.
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7. Next you will receive the following confirmation screen.
Some important information is on this message that you should make note of. Included are the Journal Number created to hold the paid invoices (used by the Renumber and Void Check programs), the amount paid, the discount amount taken, the starting check number, the post and check dates, and the person who posted the information.
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8. Click the small "x" at the bottom right-hand side of the screen to close the message window and exit the AP Pay program.
PRINTING YOUR VENDOR CHECKS AND RELATED REPORTS
You are now ready to print your vendor checks and any related reports you or your treasurer may require.
CHECK REGISTER
Before you print your checks, you should print a Check Register to verify that all the vendors and their amounts look correct. To do this, click on the PAYABLES BUTTON on the Main Screen .png)
then click on the PAYABLES REPORTS BUTTON. .png)
There are several different types of Check Registers to Select from.
* AP Check Register
* AP Check Register with Acct Distributions
* AP Check Register with Invoice Line Items
Select the Check Register that is appropriate for your organization. Enter the CHECK DATE as the Start and End Dates. You can either Print the Check Register for your files, or save to your computer.
PRINTING AP CHECKS
Now you are able to print your AP Checks. To print your AP checks, click on the PAYABLES BUTTON on the Main Screen .png)
, then click on the PAYABLES REPORTS BUTTON.
Next, you will want to Select the check format that is appropriate for your style checks.
* AP Laser Checks
* AP Laser Checks Single Form
* AP Laser Checks with Memo
* AP Laser Checks with Memo Single Form
Enter the date of the checks for the CHECK DATE. If you use a Check Date different from the date you use in AP Pay when you’re ready to print your Accounts Payable Checks, no checks will be printed.
HAND-WRITTEN CHECKS
If you have hand-written checks (invoices paid but not posted), these must be entered through AP Post. To insure the check dates and numbers are the same as the check date and check number issued, you should post and pay a hand-written check as soon as it occurs. Post the invoice as you normally would and use the following rules for marking the invoice "paid":
1. Click the PAY INVOICES button and click LOAD .png){kind=small}
to load your hand-written check invoice.
2. On the Load Open Invoices screen, enter the date of the hand-written check and the check number used for the Starting Check Number. Click OK.
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3. In the Invoices to Pay grid, make sure the only invoice(s) showing is the one that’s associated with the hand-written check.
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4. Click the PAY BUTTON .png){kind=small}
to pay this one check only. Change the effective date (if necessary) to the same date as the hand-written check’s date and click OK.
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Caution: If the check date for the hand-written check is the same as the check date of a normal Accounts Payable payment run, your normal run will include your hand-written check(s). This is not a "bad thing"; however, you will want to run a new check register to make sure that the hand-written check(s) retained its own check number and that its check number wasn’t reassigned to a different vendor.
To avoid this occurrence, use a check date other than a normal payment run. The hand-written check number will still be assigned to the correct vendor.
Tip: A good habit to form is to post all invoices on hand-written checks to the same journal number for the month. Have one journal for your normal accounts payable invoices and a second journal for only your hand-written check invoices. This habit accomplishes two things:
•All hand-written checks’ invoices will be in the same journal thus making it easy to print reports of hand-written checks only;
•Normal invoices will be in their own journal number so it will be easy to void any checks should the need arise.
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