Walkthrough
Join us in a detailed walkthrough and demonstration of the various actions that may be taken on the “Pay Vendor Invoices” screen. The features and concepts covered:
- How to find this screen.
- An overview of “How to Make Payments” with two parts.
- How to Pay All Invoices.
- Record Payments Already Issued.
Overview
This is the final step to send invoices to be paid. By the time an invoice reaches this step it has had as many as three approvals. This step allows those who are stewards for the business’ transactions and money to make any final observations before sending the invoice to be paid.
Users who are responsible for paying invoices have a few ways they can do so. Users may make payments by filtering invoices and advancing them to be paid, pay in full or in part, combine payments, or pay in full at a discount. Alternatively, if the invoice was already paid by some other means, the user may enter a completed transaction and apply invoices to it.
Once the invoice is marked to be paid, the system takes over and automates the details of issuing all payments according to vendor payment preferences, batches together bank files for submission, and automatically performs reconciliation functions. After this step, the next time a system user may interact with the invoice is if an error occurs with the transaction during reconciliation.
Only two users may have this screen open at a time. If the menu item appears on your screen but if you have difficulty accessing this screen, two other users may have the screen open.
How To Get To This Screen
From Home
While screens may be accessible from many points in the back office system, one way to get to the “Pay Vendor Invoices” screen is as follows:
Login to the “Home Page”
Click “Vendors”
Click “Pay Vendor Invoices”
Make Payments
Part 1
Select Account and Filter Vendor
Select a bank account from the drop down menu.
Select “Select Vendor Invoices for Payment”.
Optional: Enter a vendor number or type a name and select the name from the autocomplete.
Click “Submit”.
Part 2
Page through Invoices
Use the “Page Up” or “Page Down” buttons to cycle through the list of invoices. Alternatively, use the “Page Up” or “Page Down” keys on your keyboard to do the same.
View Invoice
Hover over the “Opt” field and select “View Invoice” or type “V”.
Click “Submit” to view the invoice via the “Vendor Invoice Maintenance Inquiry” screen.
Pay Single Invoice
Upon selecting an invoice with this option, the invoice will be paid in full as a single transaction.
Hover over the “Opt” field and select “Pay Single Invoice” or enter “P”.
Under the “Payment Amount” heading, the payment amount autofills as the payment.
If you wish to make a payment less than the invoice balance amount, enter a value less that the remaining invoice balance.
Click “Submit” or push “Enter” on your keyboard. This updates and validates the running total on the bottom left of the table.
Repeat for any invoice listed if applicable. Page through the list and add any additional invoices while updating the total.
Click “Confirm Payments” to advance these invoices.
Pay In Full At Discount
This option allows users to enter a payment amount less than the remaining balance but greater than $0.00 and consider the invoice paid at a discount with no more payments necessary.
Hover over the “Opt” field and select “Pay In Full At Discount” or enter “D” on the keyboard.
In the “Payment Amount” field, enter a value less than the remaining balance but more than 0.
Click “Submit” or press “Enter” to update the running total.
Repeat this process for any invoice on the list.
Click “Confirm Payments” to advance these invoices.
Combine Invoice Payments
This option combines invoice payment amounts into one payment.
Hover over the “Opt” field and select “Combine Invoice Payments” or enter “C”.
Click “Submit” or press “Enter” on the keyboard to update the running total on the bottom right corner of the table.
Repeat this for as many invoices to combine into one payment. Page through the list and add any additional invoices while updating the total.
Click “Confirm Payments” to advance these invoices as one payment.
Pay All Invoices
This option pays all invoices currently filtered by a vendor as separate transactions. It is the same as selecting all invoices in the queue as “Pay Single Invoice”.
 Click Pay All Invoices.
A confirmation window appears.Â
Type “YES” on your keyboard, click submit.
If there are thousands of invoices, this function may take a few minutes and appear to be unresponsive.
Record Payment Already Issued
This functionality is helpful to record payments that occurred outside of the system and apply the payments to outstanding payable invoices.
From the initial pay invoices screen select “Record Vendor Invoice Payments Already Issued”.
Select invoices in the “Opt” field of the main table by hovering over the “Opt” field and click “Combine Invoice”, or enter “C”.
Verify or change the payment amount as needed.
Click “Submit” or press the “Enter” key on your keyboard to update the running total on the bottom right of the table. Repeat previous steps for as many invoices as you wish to combine into one payment.
At the top of the screen, there are four fields.
- Enter a check number or a “Refrence Number”.
- Add a “Payment Date”.
- Click in the “Payment Code” field and press “F4”. Select one of the options by entering “X” in the “Opt” field, click “Submit”.
4. Enter the amount of the payment to record.
The total running of all combined invoice payments must equal the amount of the payment. An attempt to click "Confirm Selections" where these amounts differ results in an error message.
If you encounter an error message, adjust the payment amount of the invoices, press “Enter” or click “Submit”, and update the running total until the value matches the payment amount.
When the payment amount and running total values match, click “Confirm Payments” to advance the invoices as paid.
