Pay A/P Invoices
A/P Payments
To pay Invoices that were already posted under Invoices -> A/P invoice Entry, user should navigate to Payments -> Pay A/P Invoices.
Select Invoices For Payment
The invoice selection section at the top assists the user in selecting invoices to be paid. Any or all of the selection criteria can be used to select invoices for Payment.
Selection Type - Options here include -
Select Only Invoices Not Scheduled for Payment (default) - if an invoice has already been scheduled for payment, selecting this will filter that invoice out of this view
Select Only Invoices Scheduled for Payment - this option will return only invoices that have already been scheduled for payment.
Select All Invoices - This one ignores if the invoice is scheduled already or not, and shows all posted invoices
Invoices and/or Credits may or may not be auto-scheduled based on their due date depending upon what was setup in A/P Company Setup (Defaults Section)
Company - (Required) If the system user has a default company, this will be prefilled with that user's default company (set on User Security). Otherwise, it will select the default from the Default Company set on the A/P System Setup, and if it isn't set there, then the G/L System Setup default company will be used.
Bank - This will populate based on the Default Bank from A/P Company Setup from the company selected above, or if no default, it can be set manually or left .
Batch ID(s) - If you wish to find invoices to pay based on the invoice batch, enter that batch ID here. Can enter multiple by entering one id, pressing return, and then entering another ID, pressing return, etc. until all batch ID's are entered
Min Invoice Balance - To filter to show only invoices greater than or equal to this amount, enter an amount here. Otherwise leave blank for no filter based on the invoice amount.
Min Vendor Balance - To filter to show only invoices of vendors with a balance equal to or over this amount, enter an amount here. Otherwise leave blank for no filter based on the vendor account balance.
Discount Date - If the vendors offers payment terms giving a discount within a certain number of days of the invoice date, enter discount date here. The system will select all invoices with a discount date on or before this date. All invoices with a blank discount date will also be selected.
Due Date - Results will display with any invoices due on or before this date.
Vendor Type - To filter by vendor type, select a vendor type here. Vendor Types are setup in Setup -> Vendor Type Setup and are linked to a Vendor in Vendor Maintenance.
Vendor Priorities - To Filter by Vendor priority, select one or more priorities here. Priorities are a free-format field entered on the Vendor Maintenance screen. For ease of use here, it is best to have a naming convention that users adhere to, otherwise there could be a lot of options in here.
Vendor(s) - To search for specific vendors to pay, select them from the dropdown (or search for them with the magnifying glass) and then click the + to add them to the "vendors" box.
Payment Method - This list can be filtered to show All Payment Methods, ACH Only, Wire Only, Checks Only. Default is to include all payment methods.
Return Payments on Hold/Stop - A vendor can be placed on hold/stop payment. This will set whether or not to include those payments in the results. The default is to NOT include them.
Selected Invoices
In the Selected Invoices section, the user can select or deselect invoices to be paid
At the top right of this section are several shortcut buttons to save the user some clicks
Pay All - This will select the pay checkbox in all the invoices in the selected results section
Pay All w/Discount - This will select the pay checkbox in all the invoices in the selected results section plus the Apply Discount Checkbox, where a discount is offered.
Unschedule All - This will de-select the pay (and Apply Discount) checkboxes in all the invoices in the selected results section
Start Over - This will revert any changes since the scheduled payments were saved and go back to what was displayed when the get invoices search was first run.
In the gray bar at the top, the total scheduled payments is displayed, along with a breakdown by payment type (ACH, Wire, and Printed Check)
In the list grid of invoices, the user can select the invoice ID for more details on the invoice, any column header can be clicked to sort by that column and the pay/apply discount columns can be manually selected/deselected as needed.
Click in the Pay amount column to alter the amount paid if different than the amount due. The system will assume the amount due will be paid, unless otherwise edited.
Click the Save Scheduled Payments button at the bottom and the system will pop up a dialog box where the user can enter the scheduled Pay Date. Default will be "today"
Generate Checks
Once the Invoices have been selected for Payment, the checks must be generated and then Printed. Select the Generate Checks node on the left navigation. Depending upon configuration in A/P System Setup, the Payments may need to be approved before they can be paid.
See Setup -> Admin -> A/P System Setup - Payment Approvals section for the setup, and Invoices -> Approve Invoices for Payment for the approval processes. Only the person set up to approve payments will see invoice payments listed on that screen and be able to approve them.
Although the title of the section is "Generate Checks" the list will include ACH and Wires as well. In the Payment selection search at the top, the payment method can be filtered to only find certain payment methods.
This process will create the check number and Post the payment to the A/P module. It will now be seen on the vendor's account as a paid invoice
Print Checks
Once the invoice has been paid and the check generated, the check must still be printed. Select the Print Checks node and open the pdf of the batch to print the checks. As mentioned above, the check form is using a 3rd party tool to create the image of the check, which must be setup on your server by Naviga personnel, so ensure that the process is properly set up prior to attempting to print any invoices.
In this screen user can click on the batch ID to see details about the invoices in each batch
Other Options
Void Checks
On occasion it might be necessary to void a check. Perhaps it was paid in error, or it could have been lost in the mail and needs to be re-sent.
Use the selection criteria at the top to find the payment(s) you wish to void. The start and end period will default to the current period, but only the Bank is actually required to search. The Start/End Period can be changed or deleted and the user can also choose to change the dates to go by entry date or check date instead of period as well
Select the checks to be voided by selecting the checkbox in the right column. User will be prompted for the period to use for the reversal and an option to reschedule the invoices for payment. Click save to void the payment or cancel to return to the previous screen.
Enter Manual Check
On occasion a manual check may also be needed. If a check was created outside the normal Generate Checks process, it can be recorded as a manual check.
Select the vendor from the Vendor ID field. User can type the vendor's ID or name to search.
Enter the check # in the top right, the Check Date and amount. Select the appropriate period from the dropdown.
Click the button to get the invoices for that vendor and select one or more invoices that is being paid with the manual check.
Click Save Payment to save the manual check
Record Failed Check
Record failed checks here that have either been destroyed or never used. You can enter them into the A/P system here with Voided status. This is purely a book keeping exercise and has no affect on the A/P and G/L.
Select the bank, Check Number and period and click the button "Insert Voided Check"
ACH Payment Info
Prior to attempting any ACH Payments, please ensure you have setup the necessary prerequisites. See Setup -> Admin -> A/P System Setup for details.
Select invoices
Navigate to the menu Payments -> Pay A/P Invoices. Enter the search criteria, as explained above. You can also click the box “Automated Clearing Vendors Only” to change the value to “yes” to include only ACH vendors only.
Note that the data displayed includes ACH Payments column, which will have a box checked for the invoices marked for automated payments.
Click the button “Save Scheduled Payments”, and this will initiate the ACH payment process. Choose the scheduled pay date.
Generate Checks
Click the node “Generate Checks”, and use the calendar to enter the same date “scheduled pay date” from the previous step. Click “Get Payments” button. A list of payments appears, with the “ACH Payment” column telling the user if the payment will be via ACH.
Check the box for the payment and click the button “Generate Checks”. Enter the information in the pop up screen regarding the payments.
These include the financial period to which this check will be posted, the pay date, next check number after this one, the batch number and the sort order, whether by vendor name, or ID. This sorting is in the case of multiple invoices being paid. Click the “save” button.
Print Checks
Click on the node “Print Checks” and note that the ACH Payments are created in a separate batch from regular Checks.
Note that the icon on the ACH Batch file is not the PDF icon. Clicking on this icon will download the ACH file to your desktop.
The ACH file is created using the NACHA format. For more info - https://www.nacha.org/
The ACH file is a text file that is sent to the Bank to tell them what electronic payments to make to Vendors on behalf of the Company (see ACH.txt below), similar to direct deposit. It is the file which gets downloaded when the Batch File icon (non-PDF) is clicked. A lot of the data in the file is hardcoded and calculated per the NACHA format, but certain pieces are pulled from the fields described in Bank Maintenance and Vendor Maintenance setup, and also from the Payment itself. For example, the ACH Routing Number “222…” is used in Record Type 1 (first character of a line) for the Immediate Destination and Record Type 6 as the first 8 characters of the Trace ID (also in 5 and 8). If the setup fields are filled in correctly, the ACH file will be in NACHA format and contain the correct account numbers and payment information.
Note that banks may vary on the degree of implementation of NACHA. So a certain bank may not require data in a certain field or not have a concern what data is in this field, because they ignore it.
ACH text file:
Click the icon in the Download Invoice Detail column and you will receive a CSV file with the invoice and check details.
Email Notification
The system allows you to send out email notifications to the vendor. To do this, drill down to the Batch Details screen using the batch hyperlink on the checks screen above. Click the button to “Send the Remittance Advice”. Emails will only be sent if the Vendor has been set up with an ACH Notification email address.
The email looks like the screenshot below.
Each time the email is sent, it will be marked on the batch details screen with a timestamp. If the email address on the vendor has changed since the last time it was sent, the EmailTo will be updated with the new email address.
Note that the bank should set up the client with a Web Portal where they can login and upload the text file. When contacting the Bank to set up use of ACH Payments they would go through this part.
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