Create a Payment Batch Automatically

Sage 300 ERP

Create a Payment Batch Automatically

Before you start

  • Define the bank codes you want to use in payment batches using the Bank Services forms.
  • Define a payment selection code to set the criteria for batch creation.
  • Post all invoice, payment, and adjustment batches so your vendor records are up to date.

    Create Payment Batch evaluates payments in unposted batches (to prevent double-paying an invoice), but your records will be clearer if you process your checks systematically.

  • Use the Control Payments form to force or hold payments for vendors. (You can also exclude individual vendors when you edit the selection criteria in the Create Payment Batch form.)
  • Group payments by bank account.
  • If you have a multicurrency ledger, group payments by payment currency and vendor currency as well.
  • Update currency information and exchange rates in Common Services.

To create a payment batch:

  1. Open Accounts Payable > A/P Transactions > Create Payment Batch.

    Click here for or help on the fields on the Create Payment Batch form.

  2. Type a payment selection code, or select one from the Finder. You must enter a code in order to continue.

    If the Selection Code field does not appear, you can either:

    • Edit all the fields in the Create Payment Batch form to select the records you want.
    • Use the Clear button to erase all criteria, then enter the code you want, and modify the payment criteria as necessary.
  3. Fill in the fields on the Select tab.
    • Check Date (to appear on checks).
    • Batch Date (used to determine whether discounts are available and whether prepayments are active).
    • Pay From Bank (the bank from which the checks will be drawn).
    • Select Vendors With This Bank Code Only (vendor records contain a bank code for this purpose).
    • Bank Currency (the currency for the checks, if you have a multicurrency ledger).
    • Vendor Currency (Accounts Payable restricts the batch to vendors with a single currency — for example, pay US dollar vendors on a US dollar bank run).
    • Include Bypassed Payables On Register (so you can see which due payments are not being paid as a result of the selection criteria when you print the Pre-Check Register).
  4. Click the Criteria tab, then fill in the fields on the Criteria tab.

    • Select Document By (to choose whether you want to pay only the transactions that are due on or before the supplied date, pay only the transactions that have available discounts for early payment, or pay transactions that are due or provide a discount)
    • Due On Or Before (the cutoff date you want for selecting transactions, such as the day before your next check run — appears only if you select by due date)
    • Discount Available (within the range of dates you specify, if you chose discount date — must also be available as of the batch date to be selected)
    • Pay (all documents which meet the selection criteria you are defining, or pay only those documents that are marked as forced in the Control Payments form and meet the following criteria that you define:
    • Use the same bank if you selected Select Vendors With This Bank Code Only.
    • Use the selected vendor currency.
    • Do not have pending payments in an open batch.
    • Are within the amount range for payments and the Vendor Selection Range (the range of vendor groups, vendor numbers, account sets, and payment amounts into which the transaction must fall to be considered for payment).
    • Apply Method (to specify  the method to use for applying payments to job-related documents).

    Transactions must meet all selection criteria on this tab and on the previous tab to be considered for payment.

  5. Click the Exclusion tab, then fill in the fields on the Exclusion tab.

    To specifically exclude vendors who match all other selection criteria from this check run, add them to the exclusion list.

    You can type the vendor numbers or select them from the Finder.

    You can also exclude vendors permanently by putting vendor records on hold, or by placing holds on specific transactions with the Control Payments form

  6. In multicurrency ledgers, if the bank or vendor currency is not the functional currency and you need to change the exchange rate information for the checks,  use the Rates tab to adjust them.

    For each type of rate (bank and vendor):

    • Type the rate type code or select it using the Finder.
    • Type the exchange rate or select it using the Finder.

    Note that you enter the rates for converting the bank currency or the vendor currency to your functional currency. If either of these currencies matches the functional currency, the rate for that currency will be 1.0000000.

  7. Check all your criteria to make sure these are the vendors for which you want to generate checks.
  8. If you use optional fields, check the Optional Field tab to ensure that any payment optional fields assigned to the batch are correct. Edit the optional fields or add different ones, as necessary.
  9. Make sure your printer is turned on and ready, then click the Register button to print the Pre-Check Register.
  10. Review the register and make whatever changes are necessary for your check run.

    Note: You can leave the Create Payment Batch form at any time. The program retains all the criteria you specified to ensure that the generated checks match the Pre-Check Register.

  11. When you are ready to create the payment batch, click the Generate button.

After creating a payment batch

  • Print the batch listing using the Batch Listing icon. (Alternatively, you can highlight a batch on the Payment Batch List, then click the Print button to print the listing for a selected batch.).
  • Correct payment entries using the Payment Entry form, if necessary, then reprint the listing.

    Note: You must select Allow Edit Of System Generated Batches on the Options form before you can edit batches you created using the Create Payment Batch form.

    You must print batch listings before posting if you select the Force Listing Of Batches option on the Processing tab of the Options form. Once batches are correct, file the reports.

  • You can print a single check before processing all other checks, using the Print Check button in the Payment Entry form.
  • Select the Ready To Post option for each batch, or select each batch individually from the Payment Batch List form, then click Yes when asked whether to choose the Ready To Post option.
  • Print and post the payment batches.