A/P Payment Selection Codes Screen
Open Accounts Payable > A/P Setup > Payment Selection Codes.
Type a code to identify the payment selection criteria (such as "ALL" if you are defining only one). Press the Tab key, and then type a description for the code in the description field.
You enter this code in the Create Payment Batch screen to use the criteria that you are defining.
These criteria appear automatically when you use the payment selection code on the Create Payment Batch screen. You can change the selections for a particular check run.
Specify a range of account sets to include in the check run, or accept the blank in the From field and the ZZZZZZs in the To field to include all account sets.
Select this option if you want to pay all documents that meet the selection criteria.
Select this option if you want to pay only documents that are marked Forced in the Control Payments screen and that:
- Use the specified bank, if you selected Select Vendors With This Bank Code Only on the Select tab.
- Use the vendor currency specified on the Select tab.
- Do not have pending payments in an open batch.
- Are within the range of vendor amounts.
Specify the range of payment codes for which to create checks, or accept the blank in the From field and the ZZZZZZs in the To field to include all payment codes.
Choose whether to pay only transactions that are due on or before a specified date, pay only transactions that have available discounts for early payment, or pay transactions that are due and provide a discount.
Note: Because discounts do not apply to debit notes, credit notes, interest charges, and prepayments, they are not included in batches generated using the Discount Date selection.
Specify the range of amounts you want to pay, or set a range from 0.01 to 999,999,999.99 to pay any amount, regardless of its size.
Restricting the vendor amounts allows you to pay smaller amounts routinely, and use different procedures for larger checks.
Note: The total amount due for a vendor (one or more invoices) must be within the range you specify.
Specify the range of vendor groups to include in the check run, or accept the blank in the From field and the ZZZZZZs in the To field to include all vendor groups.
If you have only one vendor group, enter the vendor group code in both fields.
Specify the range of vendors to include in the check run, or accept the blank in the From and the ZZZZZZs in the To field to include all vendors.
This field appears if you use Sage 300 ERP Transaction Analysis and Optional Field Creator.
You can use this option to specify a vendor optional field as a criteria for selecting vendors for a payment batch.
If you specify an optional field, additional fields appear, letting you specify a range of values for the field. You can also accept the blank From field and the ZZZZZZs in the To field to include all the values for the optional field.
If you do not want to use an optional field as criteria, accept None, the default setting for this field.
Note: Selected vendors must meet all the selection criteria on the screen.
These exclusion criteria appear automatically when you use the payment selection code on the Create Payment Batch screen. You can exclude additional vendors, or remove vendors from the exclusion list for a particular check run.
On the table, type the number of each vendor you want to exclude from the payment batch, or use the Finder to select the number.
Accounts Payable displays any payment optional fields that are set up for automatic insertion, along with their default values, when you start a new payment selection code record.
The optional fields and values you specify on this tab are used as defaults when you use the payment selection code on the Create Payment Batch screen.
You can add or delete any optional fields that are defined for payments on the Optional Fields setup screen.
If you delete an automatically inserted optional field, when you create a batch using the payment selection code, Accounts Payable reinserts the optional field with the default value from the optional field setup record.
Accounts Payable displays values from the optional field setup records as defaults, but you can change them.
It also displays description for the value you specify.
Specify how to apply partial payments to job‑related invoices that use different contracts, projects, and categories:
- Top Down. Select this option to apply payments automatically to invoice details, beginning with the first detail on an invoice until the payment is fully applied.
- Prorate By Amount. Select this option to apply payments proportionately to all invoice details.
- This field appears only if you use Sage 300 ERP Project and Job Costing.
- The Create Payment Batch screen generates a partial payment if the invoice uses a multiple payment schedule, or if a payment control limits the size of a payment for a document.
- The apply method affects only job‑related invoices for which the applied amount is less than the current balance. For example, it does not affect the last payment on a multiple payment schedule.
- The apply method for the payment selection code appears as the default when you specify a code on the Create Payment Batch screen. However, you can specify a different apply method when you create a payment batch.
This field appears only if you have a multicurrency ledger.
The bank currency is the payment currency. You can change the currency only to another currency that the bank uses.
If you need to add a currency for a bank, you must use the Banks screen in Bank Services to do so.
You can set a code Inactive if you do not want it used accidentally, but want to keep the criteria for future use.
This is the date when you last edited and saved the payment selection code.
This is the bank from which the checks will be drawn.
If you have a multicurrency ledger, make sure the bank supports the currency that you want to use.
Use the screens in Bank Services to change bank information.
Specify the code for the kind of rate you want to use when converting non-functional amounts to functional currency. Examples of rate types might be "spot rate," "average rate," and "contract rate."
You must type a valid rate type, or select one from the Finder.
Rate types are defined using the Currency Rate Types screen in Common Services.
Each vendor is assigned a bank code (on the Processing tab of the Vendors screen), which allows you to pay vendors from particular banks.
If you select this option, Accounts Payable creates payments only for vendors that use the bank code you specify on the Create Payment Batch screen.
This field appears only if you have a multicurrency ledger.
Accounts Payable restricts payment batches to a single currency. For example, you can pay vendors whose source currency is US dollars, or you can pay vendors whose currency is Canadian dollars, but you cannot pay both sets of vendors in the same system-generated batch.
If you are paying vendors manually using the Payment Entry screen, you can mix vendor currencies, although all the payments will be in a single currency.
Overview
Use the A/P Payment Selection Codes screen to add payment selection codes.
Payment selection codes define the criteria for selecting outstanding invoices and generating transactions to pay them. You must create at least one payment selection code if you want Accounts Payable to generate payments for invoices automatically.
Note: You use the Create Payment Batch screen to generate the payment transactions.
Criteria Tab
Use this tab to:
- Choose the method for selecting documents for payment (by due date, discount date, or both due date and discount date).
- Select all documents meeting the criteria or forced documents only.
- Set ranges of vendor groups, vendors, account sets, and vendor amounts.
Exclusion Tab
Use this tab to list all vendors that you want to exclude from payment batches you create using this code.
Optional Fields Tab
Note: This tab appears only if you use Transaction Analysis and Optional Field Creator.
Use this tab to specify optional fields and values to be assigned as defaults when you create a payment batch.
When you enter a new payment selection code, the tab initially displays payment optional fields that are marked for automatic insertion, along with their default values.
You can add or delete optional fields, and change the default values. Note that you can add only optional fields that are defined for payments in the Optional Fields setup screen.
If you delete an automatically inserted optional field for a payment selection code, when you create batches using the code, the program will reinsert the optional field using the default value from the optional field setup record.
Select Tab
Use this tab to specify:
- Whether the payment selection code is active.
- The bank account from which to draw the checks.
- The bank currency (check currency) and the vendor currency (multicurrency ledgers only) and exchange rate information.
This tab also shows the date when the payment selection code was last edited and saved.
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