Select Invoices for Automatic Payment

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Expand/Collapse item  Overview

You can use Invoice Payment Selection to select vendor invoices entered in A/P Invoice Data Entry or Purchase Order Receipt of Invoice Entry to pay automatically.

Expand/Collapse item  Before You Begin

  • This procedure assumes the invoice is already entered in Accounts Payable or Purchase Order.
  • Invoice Payment Selection is available only with the appropriate security setup.

 

Use one of the following methods to select invoices for automatic payment:

 

To select invoices to pay automatically by invoice due date

  1. Select Accounts Payable Check and Electronic Payment Processing menu > Invoice Payment Selection.
  2. In the Invoice Due Date field, enter the latest due date to pay. Invoices due on or before the date entered are selected for payment. For more information, see Invoice Payment Selection - Fields.
  3. Click Select.
  4. In the Select Invoices for Payment window, select the invoices to pay and click OK.
  5. In the Invoice Payment Selection window, in the Select By field, select Invoice Due Date Only.
  6. Select whether to take discounts for all invoices or for invoices with a specific due date.
  7. Select the Always Take Discounts check box to deduct discounts for all invoices selected, regardless of the discount due date.
  8. Clear the Always Take Discounts check box and enter the Discount Due Date field to take discounts only for invoices with the discount due date on or after the date entered.
  9. Select the Pay Retention Balance check box to pay the full invoice including any outstanding retention. This check box is available only if the Accounts Payable module is integrated with Job Cost.
  10. Enter the Operand and Value fields to pay invoices for specific vendor numbers, sort fields, balance due, and job number.
  11. Click Proceed.

The invoices are selected for automatic payment.

 

To select invoices to pay automatically by discount due date

  1. Select Accounts Payable Check Printing menu > Invoice Payment Selection.
  2. In the Invoice Due Date field, enter the latest due date to pay. Invoices due on or before the date entered are selected for payment. For more information, see Invoice Payment Selection - Fields.
  3. Click Select.
  4. In the Select Invoices for Payment window, select the invoices to pay and click OK.
  5. In the Invoice Payment Selection window, in the Select By field, select Discount Due Date Only.
  6. Select the Pay Retention Balance check box to pay the full invoice including any outstanding retention. This check box is available only if the Accounts Payable module is integrated with Job Cost.
  7. Enter the Operand and Value fields to pay invoices for specific vendor numbers, discount due dates, sort fields, balance due, and job number.
  8. Click Proceed.

The invoices are selected for automatic payment.

 

To select invoices to pay automatically by invoice due date and discount due date

  1. Select Accounts Payable Check Printing menu > Invoice Payment Selection.
  2. In the Invoice Due Date field, enter the latest due date to pay. Invoices due on or before the date entered are selected for payment. For more information, see Invoice Payment Selection - Fields.
  3. Click Select.
  4. In the Select Invoices for Payment window, select the invoices to pay and click OK.
  5. In the Invoice Payment Selection window, in the Select By field, select Invoice and Discount Due Dates.
  6. Select whether to take discounts for all invoices or for invoices with a specific due date.
    • Select the Always Take Discounts check box to deduct discounts for all invoices selected, regardless of the discount due date.
    • Clear the Always Take Discounts check box and enter the Select Field Discount Due Date fields to take discounts only for invoices with the selected discount due dates.
  7. Select the Pay Retention Balance check box to pay the full invoice including any outstanding retention. This check box is available only if the Accounts Payable module is integrated with Job Cost.
  8. Enter the Operand and Value fields to pay invoices for specific vendor numbers, sort fields, balance due, and job number.
  9. Click Proceed.

The invoices are selected for automatic payment.

Expand or collapse item  Example - Selecting Invoices by the Invoice and Discount Due Dates

If Invoice and Discount Due Dates is selected in the Select By field, invoices with the discount due dates entered are selected in addition to the invoices with an invoice due date on or before the invoice due date entered. For example, to pay invoices due on or before April 10th and invoices with discount due dates through April 25th, enter 04/10 in the Invoice Due Date field, and enter a beginning discount due date of 04/11 and an ending discount due date of 04/25 in the Select Field Discount Due Date fields. The invoices that fall into this discount due date range are selected in addition to the invoices with invoice due dates up to April 10th.