Select Invoices - Manual Checks

Accounts Payable Menu -> A/P Payments -> Select Invoices - Manual Checks

To issue manual checks for A/P Invoices, use Select Invoices - Manual Checks and choose which of the outstanding invoices are to be paid.
 Refer to A/P Daily / Weekly Procedures for a flow chart diagramming the A/P payment process.

The prompts are:

VENDOR NUMBER

Enter the Vendor # to pay, or enter the first few characters of the vendor name (ALPHA KEY) to list matches in the search/selection pop-up, or search for the vendor in the Vendor Search window.

CHECK NUMBER

Enter the number on the manual check to be issued.

CURRENCY

Accept the currency or type in the correct currency code. Only invoices matching this currency for this vendor will display.

G/L BANK ACCOUNT

Accept the bank account displayed for this currency, or over type with the correct bank account, or select it from the window by account number or description search.

CHECK DATE

Accept today's date, or type in the date when the check was issued. This date will be checked against the allowed date range.

A/P Invoice List:
 The resulting list of outstanding invoices for this vendor for this currency will display as a paging screen.
 Check the invoices to pay and indicate the amount paid on each invoice.

The information displayed includes:

INVOICE #

The invoice number will display.

P

Check this box to pay the invoice.
 Uncheck this box to skip this invoice.

STATUS

The status of the invoice displays to help determine which invoices to pay. The status codes are:

P = Past Due
 C = Currently Due
 O = Optional (Due in the future)

HOLD

This box indicates invoices that are ON HOLD.
 A warning is generated that the invoice is On Hold, but the invoice can be selected for payment anyway.

POST DATE

The date when the invoice was posted will display.

DUE DATE

The Invoice Due Date will display.

DISC DATE

The Date when the Discount expires will display.

INV AMT

The current amount owing on this invoice will display.
 Accept this amount to pay, or over-type it with the correct amount.

DISCOUNT

If the discount is valid, the software will display the discount amount.
 Accept this discount or over-type it with the correct amount.

NET AMT

The net amount paid on this invoice for this check will display.

Expanded Detail Record

Click EXP/CON to view the following additional information for each invoice:

INVOICE REFERENCE

Any associated reference number captured when the invoice was entered is displayed.

INVOICE DATE

The invoice date is displayed.

ORIGINAL AMOUNT

The full original amount of the A/P invoice is displayed.

DIVISION

The invoice division is displayed.

FINISHED?

Click ACCEPT to accept the last record and then the entire screen.
 Click CANCEL to abort.

CHECK TOTAL

Visually examine that the NET AMOUNT at the bottom equals the manual check issued.
 If it does not, do NOT accept the check. Instead, cancel the check and determine which invoice is in error.
 Make the necessary corrections before selecting this vendor for payment again.

Confirmation to "Save Check Details and Pay Invoices"

Click the ACCEPT to process the check or click CANCEL to abort.

Posting Control
 Locking will occur if an operator did not exit the posting program correctly.
 A Posting Control Information warning will appear on the screen and only operators with Security Role permission to reset the A/P and G/L Checks flag will have access to the RESET button that unlocks the program.
 Whenever the posting control flag for A/P Checks is reset, a record is written to the Delete Log for the Function APCH91A.

Topic Keyword: APAP40