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In this guide we will discuss how to Pay Bills , and Print Checks , and Void Checks in the Accounts Payable module of the system. Use Case(s) Clubs use the Accounts Payable module to enter invoices from Vendors according to their agreed upon Payment Terms. When the invoices are due, the Club selects the invoices to pay, and prints checks or make makes electronic payments to the Vendors. |
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To pay Vendors where invoices and credit memos are selected for payment,
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3) Use the filters and drop down menus below to help specify the invoices and credit memos to invoices to pay.
(1) Pay From - Select the Bank Account that checks are to be written from.
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(3) Show Invoices Due ON or Before - Defaults to current date. Only invoices and credit memos with invoices with a Due Date on or before this date will show.
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(7) Auto-Filter Row - Used to select invoices and credits for one particular due date, Vendor, Vendor Category, Invoice Date, Invoice Number, Memo, Amount, Discount Date, Discount, and/or Payment. Type in boxes to auto-filter results returned in grid below.
4) Select invoices and credit memos to invoices to pay:
Select All - will select all invoices and credits displayed on the Pay Bills grid for payment. Alternately, click the Pay Button in the Auto-Filter box to check all bills showing in the grid for payment.
Pay Column - Check individual invoices and credits.
Discounts
Discounts are calculated automatically by the system based on the payment terms of the invoice. The Discount column will automatically populate if the check date meets the criteria of the discount terms.
Create Payment Batch
Once the appropriate invoices are selected for payment,
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No - Checks can be printed later via Print Checks.
Other Options
(1) Cancel - Closes the screen and does not create a Payment Batch.
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3) Confirm check printing.
Yes - Click to print Checks. Select printer, and print.
No - Click to close the prompt, and return to the Print Checks screen.
4) If you wish to use MICR printing, you can do so by entering the MICR number and then browsing and placing a file to override the default vendor check .rpx file. Please contact your CSM for assistance with this process.
Check Printed Prompt
Verify that the physical checks printed correctly before clicking yes.
Yes - Click once Checks have printed correctly. Check Register will display.
No - Click if one or more checks did not print properly, to prompt the following message. Click OK to acknowledge the message and return to Print Checks screen.
Select check(s) to reprint, and click Okay. The check will then be available for selection in the Print Checks process documented above. Repeat the check selection process until print is successful.
Quick Check
Quick Check allows the user to enter an invoice and print a manual check all in one step.
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1) Select Accounts Payable from the user menu and select Quick Check.
2) The Quick Check screen will launch.
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Amount - Dollar amount for the line.
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Total -
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System will calculate based on Quantity and Amount.
(12) Total - System will calculate.
(13) Save & Close - Click when finished.
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5) Click Print to Print check, or Close to save printing for later. Follow prompts as previously covered in Print Checks section of this guide.
Best Practices
- Use the Auto-Filter row to help identify Invoices to select for Payment.
Use Quick Check feature to enter invoice and cut a check simultaneously.
FAQs
Q. How do I cut a zero check without wasting a check number?
A. Change the Pay From field to the proper account in the Print Checks screen to reflect the proper account After selecting invoices and off-setting negative invoices, when total is zero, print check, and change (Starting) check # to zero in Print Checks window.
Q. How do I change bank account on pending payments in print checks?
A. Credit Memos cannot be changed once they have been saved. Corrections would be made using a Vendor Invoice and an Inventory Adjustment. They may, however, be deleted, and re-entered prior to posting if desired.
Change the Pay From field to the proper account in the Print Checks screen to reflect the proper account.
Q. If I pay a vendor via ach/wire, how do I enter the invoice and show payment?
A. If you paid an invoice using ach/wire payment so that the money has already been taken out of the bank account, use the Pay Bills option, and choose electronic check. The electronic check option assigns a check number 0 to any invoice that is paid using this option, and doesn't print out a physical check unless you want a copy of it. Go to "pay bills" as if you were going to cut a check for the invoice. Ensure the "pay from" is the same bank account that you used with the ACH payment. Then, find the invoice that you paid using the ACH payment and check the checkbox next to it. Lastly, check the "electronic payment" option at the bottom and click save.
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Pay Bills and Print Checks - Guide