Follow this procedure to set up your vendors' banks so that you can pay them electronically.
Before You Begin
Gather information about your vendors' bank accounts, including the account numbers and the routing/transit numbers.
To set up your vendors' banks for ACH electronic payments
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Select Accounts Payable Main menu > Vendor Maintenance.
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Enter a vendor number, select the Electronic Payment check box, and enter a standard entry class. For more information, see Vendor Maintenance - Fields.
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Select Electronic Payment at the drop-down arrow. A message asks if you want to save changes. Click Yes.
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In the Vendor Electronic Payment window, enter your vendor's bank account number, routing/transit number, and other information. Enter information for multiple accounts as needed. For more information, see Vendor Electronic Payment - Fields.
Note The Pre-Note Sent and Pre-Note Date fields will be automatically updated when the Pre-Note Selection Register and Pre-Note Approval Register are updated.
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Click Accept.
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Repeat steps 2 through 5 for additional vendors as needed.
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Perform one of the following to access Pre-Note Selection Register:
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In the Vendor Electronic Payment window, click Pre-Note Selection.
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Select Accounts Payable Pre-Note Printing menu > Pre-Note Selection Register.
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Enter the date on which the pre-notes will be sent and then click Print. For more information, see Pre-Note Selection Register - Fields.
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When a message asks if you want to update the Pre-Note Selection Register, click Yes. The Pre-Note Sent field is changed to Yes and the Pre-Note Date field is updated for each bank account in the Vendor Electronic Payment window.
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Select Accounts Payable Pre-Note Printing menu > Generate Pre-Note ACH File.
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Make any needed selections, and then click Proceed. For more information, see Generate Pre-Note ACH File - Fields. ACH files are created for each bank code and stored in the location defined in the ACH Electronic Payments Folder field in Accounts Payable Options.
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Follow the instructions provided by your bank(s) to transmit the ACH file to them for pre-note approval. The approval process takes approximately 10 to 15 business days.
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Select Accounts Payable Pre-Note Printing menu > Pre-Note Approval Register.
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Enter the date the pre-notes were sent and the pre-note approval date. The approval date must be at least 10 days later than the sent date. For more information, see Pre-Note Approval Register - Fields.
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Click Print. A message asks if you want to update the Pre-Note Approval Register. Click Yes. The Pre-Note Sent field is changed to Approved and the Pre-Note Date field is updated for each approved bank account in the Vendor Electronic Payment window.
You can now pay vendors electronically. For more information, see Process ACH Electronic Payments.
