Adding Payment Selection Codes

You must create at least one payment selection code if you want Accounts Payable to generate payments for invoices automatically.

Note: You do not have to create payment selection codes if you intend to enter all your payments individually to a batch using the Payment Entry screen.

To add payment selection codes:

1. Open Accounts Payable > A/P Setup > Payment Selection Codes.

2. In the Selection Code field, enter or select a code to identify the payment selection criteria (such as “ALL” if you are defining only one).
3. In the next field, type a description for the code.

4. Complete the Select tab as follows:

   • Pay From Bank. Select the bank on which you are writing the checks.
   • Select Vendors With This Bank Code Only. This option restricts the payment selection to vendors that specify this bank in their vendor records.

   • If you have a multicurrency ledger, you also select the bank currency and the vendor currency.

     All checks in a batch must be:

     • Drawn on the same bank.
     • In the same check currency.
     • For vendors with the same source currency.
   • Bank Currency. This is the check currency. You can only use one in a batch.
   • Rate Type (Bank). If the bank currency is different from your functional currency, you can enter or select the exchange rate type you want to use. (You can override this rate when you create a payment batch.)
   • Vendor Currency. All the vendors must use the same source currency. However, you do not have to specify the currency in the selection criteria record; you can select it when yo generate payments.
   • Rate Type (Vendor). If the vendor currency is different from your functional currency, you can enter or select the exchange rate type for converting vendor currency to functional currency.

   • Apply Method. Specify how to apply partial payments to invoices that use different contracts, projects, and categories. More...

     You can choose:

     • Top Down to apply payments automatically to invoice details beginning with the first detail on an invoice until the payment is fully applied.
     • Prorate By Amount to apply payments proportionately to all invoice details.

     Note: The apply method affects only job‑related invoices for which the applied amount is less than the current balance.

5. Fill in the Criteria tab as follows:

   • Select Documents By. Specify how to select documents for payment. More...

     You can choose:

     • Due Date. Use this option to select documents that are due on or before the end date you specify when you create the payment batch.

       The program does not select according to the discount date, but takes any discounts that are available.

     • Discount Date. Use this option to select documents that are eligible for a discount if paid on or before the end date you specify.
     • Due Date Or Discount Date. Use this option to select documents that are due on or before the date you specify, or that have a discount available if paid on or before the date you specify.

       The due date you enter when you create a check batch is the latest date up to which you want transactions to be included. At batch creation, you must also enter a date indicating how far back you want to take discounts. The program ignores discounts that ceased to be available before the date you enter.

   • Pay All Selected Documents / Only Forced Documents. Specify whether to pay all documents in the selection, or only transactions that have a Forced status. (You use the Control Payments screen to place invoices on hold or force their payment.)
   • Vendor Selection Range. Specify the range of vendor groups, vendor numbers, account sets, vendor (check) amounts, payment codes, and (if you use optional fields) a vendor optional field from which you want to choose documents for payment.

     Specifying a range of vendor amounts lets you maintain different procedures for smaller checks.

     Note: You can select a vendor optional field only if you use Sage Transaction Analysis and Optional Field Creator and you have defined optional fields for vendors. If you specify an optional field, additional fields appear, letting you specify a range of values for the field. If you do not want to use an optional field as a criterion, accept None, the default setting for this field.

6. On the Exclusion tab, list any vendors that you want to exclude from the payment run.

7. If you use Sage Transaction Analysis and Optional Field Creator and you want to assign optional fields to this payment selection code, click the Optional Fields tab.

   Any optional fields set up for automatic insertion on payments appear on the table, along with their default values.

   You can accept, change, or delete these entries. You can also add any other optional fields that are defined for payments.

   Note: If you delete an automatically inserted optional field, the program reinserts the optional field with its default value when you create a batch using the payment selection code.

8. When ready, click the Add button.

9. Repeat the preceding steps for each payment selection code you want to add.

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