Create Payment Batch

Sage ERP Accpac Accounts Payable 6.0

$image\field_bt.gif$ Create Payment Batch

This form lets you:

Create batches of checks to pay vendor invoices that are due or have a discount available for early payment.

You can have only one system-generated batch open at one time.

To edit batches created by Create Payment Batch, use the Payment Entry form. (You must select the option Allow Edit Of System Generated Batches in the Options form.)

Print a report (payment register) of the payment transactions to be created by the current payment criteria when you generate a payment batch. We recommend that you always print a payment register, so you do not get unexpected results when you generate the batch.

Create Payment Batch generates payments for vendors according to their payment code. For vendors with no specific payment code, Accounts Payable creates checks only if you specified a check-type payment code as the default for your Accounts Payable system (on the Transactions tab of the AP Options form) .

Note: You must create at least one payment selection code before you can use this form to create a payment batch.

For complete instructions on creating a payment batch, see Steps for creating a payment batch.

For complete instructions on using the Control Payments form, see Steps for applying payment controls.

Click one of the links below for help on using the corresponding tab:

Click the names of the buttons below for additional help:

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Payment criteria and payment selection codes

The Create Payment Batch form selects vendors for payment according to criteria you specify, and creates a payment batch that you can later edit with the Payment Entry form.

You define the criteria for selecting payments by first defining at least one payment selection code with the Payment Selection Codes form. You then select the code you want to use when you create a payment batch, and modify the criteria, if necessary.

Unposted payment batches

Create Payment Batch scans the payment entries in all unposted batches to make sure that outstanding invoices are not paid twice.

Payment controls

Create Payment Batch also checks to see whether any payment controls have been placed on vendors or invoices using the Control Payments form.

Multicurrency ledgers

All payment entries in a batch are in the same currency and are drawn from the same bank.

All vendors being paid must have the same source currency; however, payments do not have to match the vendor's currency. For example, you can create a batch of checks in US dollars to pay vendors whose source currency is the drachma.

Discounts

If you take discounts, you must specify a range of discount dates on the Vendor and Date Selection Criteria tab of the Create Payment Batch form. Accounts Payable will review all documents with a discount date within the range you specify (that meet other criteria), and take discounts if they are available as of the batch date you specify on the Bank and Currency Selection Criteria tab of the form.

Optional fields

If you use optional fields, an Optional Fields tab is available. Initially, the tab displays any payment optional fields that you set up for automatic insertion, along with their default entries. You can accept or change the inserted optional field entries, or you can delete the optional fields. You can also assign different payment optional fields to the batch.

When you generate payment entries, Accounts Payable assigns optional fields to the payment entries, as follows, using the values specified on the Optional Fields tab:

All payment optional fields that are set up for automatic insertion.
If you removed any automatically inserted optional fields from the Optional Fields tab, Accounts Payable inserts them in the generated payment entries, reassigning values as follows:
- If the optional fields specified for the vendor match the optional fields defined for payments, the program uses the values specified in the vendor record.
- If the optional fields specified for the remit-to location match the optional fields defined for payments, the program uses the values for the remit-to location. (If the vendor and the remit-to location use the same optional field, the value from the remit-to location is used.)
- If an automatically inserted payment optional field does not match any optional fields in the vendor record, the default value specified in the payment optional field record is used.
Any additional optional fields you specified for the payment batch on the Optional Fields tab.

Check language

The language for printing the check amount in text is taken from the vendor record or primary remit-to record for each vendor. If you need to specify a different language for individual checks, you will have to edit the payment entries after you create the batch.

Printing checks

To print checks for all the payments in a batch.

To print a single check before processing all other checks.