Overview

• AP Transactions
  All payment transactions for vendor products and services can be performed from within the Accounting Menu.  
  
  AP Transactions Include:
  
  AP Invoices: Invoices received from vendors for payment of goods/services  
  AP Payment Batches: A batch that contains a group of invoices that are ready to be paid (can include invoices for multiple vendors)
  AP Run Batches: A batch that contains a group of payment batches that once posted, will officially flag each invoice as paid (checks will now be available for printing)
  AP Credits: Against Invoice or On Account credits applied to vendor invoices to diminish the liability owed 
  
  AP Payment Process: 

  
  1. Create and post AP Invoice(s)  
  2. Create and post an AP Payment Batch 
  3. Create and post an AP Run Batch 
  4. Print checks (if applicable)
  
  

AP Invoices

• Creating and Posting an AP Invoice

  1. Go to the Accounting Menu and click on the AP Invoices Sub-Menu
  
  
  
  
  
  2. Click on the New AP Invoice Button, then begin filling in the AP Invoice form 
  
  
  
  
  
  Note:-> Invoice Classes: An invoice's class can either be designated by one "Invoice Level" class, or by multiple distinct classes such as: Service, Freight, Tax, Merchandise or Misc. Charge 
  -> Misc. Discounts (-Neg): Represent discounts applied to an invoice that are then deducted from the Total Invoice $ Amt
  -> PO Variances: Represents a discrepancy between the PO's cost and the invoice cost of an item or service 
  
  
  

  
  
  Invoices Without POs: 

  3. Click on the Close & Flag to Post Button 
  
  
  
  
  
  4. Click on the Post Button to finalize the posting 
  
  
  
  
  
  
  

  
  
  Invoices With POs: 

  3. Click on the Save Button 
  
  
  
  
  4. Distribute payment for each line of the invoice that is to be paid 
  
  Create Payment for This PO Line (applying payment for a specific PO Line): 
  
  

  Step 1: Click on the Create Payment for This PO Line Icon next to the PO Line to be paid

  Step 2: Enter the # of units to pay, and the cost per unit 

  Step 3: Click on the Add/Update Button  

  
  
  
  Pay All (applying payment for all PO Lines within the invoice):
  
  Step 1: Click on the Pay All Button 
  
  
  
  5. Click on the Header Button 
  
  
  
  6. Click on the Close and Flag to Post Button 
  
  
  
  7. Click on the Post Button to finalize the posting 
  
  
  
  
  
  Note:
  → Purchase orders received in full will be marked as paid once one or more invoices are posted, that "pay" what has been received in full 

  → Partially received purchase orders that have one or more invoices posted, that "pay" what has been received thus far in full, will automatically cancel unreceived quantities and close out the PO, marking it as paid. 

• Editing an AP Invoice
  Note: Only AP Invoices that are open and not posted can be edited
  
  
  1. Click on the Edit Invoice Icon (Pencil)  
  
  
  
  
  If Closed: 
  
  2. Click on  the Re-Open Button to re-open the AP Invoice.  
  
  
  
  

  3. Click on the Save & Details Button and make any necessary changes to the details of the AP Invoice 

   

  Deleting an Invoice Line (Reverses the distribution made to that particular PO Line): 

  Step 1: Click on the Delete Invoice Line Icon (X) next to the PO Line to reverse the distribution associated with it 

  
  
  
  

  Editing a Line: 

  Step 1: Click on the Edit Line Icon (Pencil) 

  Step 2: Make Any necessary changes to the amount and/or description for that line 

  Step 3: Click on the Add/Update Button 

  
  

  
  4. Click on the Header Button and make changes to the header of the AP Invoice as necessary 
  
  
  
  
  5. Click on the Close & Flag to Post Button to close the AP Invoice and prepare it for posting 
  

  
  Note:-> Once Posted, AP Invoices cannot be edited or canceled

  -> AP Invoices will only post successfully if their post date matches the end of day cutoff date  

  -> Any AP Invoices left open/in progress will prevent the end of day process from automatically moving forward during the night

  
  
  
  
  If Open: 
  
  2. Adjust the header information as necessary. 
  
  
  
  3. Click on the Save & Details Button to make changes to the details of the AP Invoice 

   

  Deleting an Invoice Line (Reverses the distribution made to that particular PO Line): 

  Step 1: Click on the Delete Invoice Line Icon (X) next to the PO Line to reverse the distribution associated with it 

  
  
  
  

  Editing a Line: 

  Step 1: Click on the Edit Line Icon (Pencil) 

  Step 2: Make Any necessary changes to the amount and/or description for that line 

  Step 3: Click on the Add/Update Button 

  
  

  
  4. Click on the Header Button and make changes to the header of the AP Invoice as necessary 
  
  
  
  
  
  5. Click on the Close & Flag to Post Button to close the AP Invoice and prepare it for posting 
  

  
  Note:-> Once Posted, AP Invoices cannot be edited or canceled

  -> AP Invoices will only post successfully if their post date matches the end of day cutoff date  

  -> Any AP Invoices left open/in progress will prevent the end of day process from automatically moving forward during the night

  
  

• Deleting an AP Invoice
  1. Click on the Edit Invoice Icon 
  
  
  
  
  If Closed: 
  
  2. Click on the Re-Open Button 
  
  
  
  
  4. Click on the Cancel Invoice Button, then click Ok on the pop up prompt
  
  Note:Once deleted, an AP Invoice is permanently removed and can no longer be retrieved 
  
  
  
  
  If Open: 
  
  2. Click on the Cancel Invoice Button, then click Ok on the pop up prompt
  
  Note:Once deleted, an AP Invoice is permanently removed and can no longer be retrieved
  
  

AP Payment Batches

• Creating and Posting an AP Payment Batch

  1. Go to the Accounting Menu and click on the AP Payment Batches Sub-Menu
  
  
  
  
  
  2. Click on the Add New Button 
  
  
  
  
  
  3. Fill in the batch's information, then click on the Go to Invoices Button
  
  
  
   

  4. Distribute the amount of the payment towards any open invoice 
  
  
  Add Payment (paying a partial amount of the invoice):

  Step 1: Click on the Add Payment Icon next to the invoice to be paid
  Step 2: Enter the amount of the invoice to pay  
  Step 3: Click on the Add/Update Button  

  
  
  Autopay Remaining Balance (applies the entire remaining payment amount to the invoice):

  Step 1: Click on the Autopay Remaining Balance Icon next to the invoice to be paid

  
  
  Pay All In Full (applies payment to all invoices for the full amount due):
  
  Step 1: Click on the Pay All in Full Button 

  
  
  
  5. Click the Back To Header Button 
  
  
  
  
  
  6. Click the Close Payment Batch Button 
  
  
  
  
  
  7. Review the Payment Batch that is ready to post 
  
  
  
  
  
  8. Click the Post/Credit AP Button 
  
  Note: -> Once Posted, AP Payment Batchces cannot be edited/canceled
  -> AP Payment Batches will only post successfully if their date matches the end of day cutoff date  
  -> Any AP Payment Batches left open/in progress will prevent the end of day process from automatically moving forward during the night

  
  
   

• Editing an AP Payment Batch
  Note: Only AP Payment Batches that are open and not posted can be edited 

  
  
  1. Click on the Edit Payment Batch Icon 
  
  
  
  
  If Closed: 
  
  2. Click on  the Open Payment Batch Button 
  
  
  
  

  3. Make any necessary changes to the details of the AP Payment Batch

   

  Reversing a Line (Reverses the distribution made to that particular invoice): 

  Step 1: Click on the Reverse Line Icon (X) next to the invoice to reverse the distribution associated with it 

  
  
  
  

  Deleting a Line: (Deletes the distribution made to that particular invoice):

  Step1: Click on the Edit Line Icon (Pencil) 

  Step 2: Click on the Delete Line Button 

  
  
  
  

  Reversing All Distributions (Deletes/Reverses all distributions made across all invoices):

  Step 1:  Click on the Reverse All Button 

  
  
  
  

  Editing a Line: 

  Step 1: Click on the Edit Line Icon (Pencil) 

  Step 2: Make Any necessary changes to the amount and/or description for that line 

  Step 3: Click on the Add/Update Button 

  
  

  
  4. Click on the Back to Header Button and make changes to the header of the AP Payment Batch as necessary 
  
  
  
  
  
  5. Click on the Close Payment Batch Button once ready to close and post the AP Payment Batch
  
  
  
  6. Click on the Post Button to post the AP Payment Batch
  

  
  Note:-> Once Posted, AP Payment Batches cannot be edited/canceled

  -> AP Payment Batches will only post successfully if their date matches the end of day cutoff date  

  -> Any AP Payment Batches left open/in progress will prevent the end of day process from automatically moving forward during the night

  
  
  
  
  If Open: 
  
  2. Adjust any of the header information as necessary. 
  
  
  
  
  
  3. Click on the Go to Invoices Button to make changes to the details of the AP Payment Batch

  
  
  
  
  

  
  

  Reversing a Line (Reverses the distribution made to that particular invoice): 

  Step 1: Click on the Reverse Line Icon (X) next to the invoice to reverse the distribution associated with it 

  
  
  
  

  Deleting a Line: (Deletes the distribution made to that particular invoice):

  Step1: Click on the Edit Line Icon (Pencil) 

  Step 2: Click on the Delete Line Button 

  
  
  
  

  Reversing All Distributions (Deletes/Reverses all distributions made across all invoices):

  Step 1:  Click on the Reverse All Button 

  
  
  
  

  Editing a Line: 

  Step 1: Click on the Edit Line Icon (Pencil) 

  Step 2: Make Any necessary changes to the amount and/or description for that line 

  Step 3: Click on the Add/Update Button 

  
  

  
  4. Click on the Back to Header Button
  
  
  
  
  
  5. Click on the Close Payment Batch Button once ready to close and post the AP Payment Batch
  
  
  
  6. Click on the Post Button to post the AP Payment Batch
  

  
  Note:-> Once Posted, AP Payment Batches cannot be edited/canceled

  -> AP Payment Batches will only post successfully if their date matches the end of day cutoff date  

  -> Any AP Payment Batches left open/in progress will prevent the end of day process from automatically moving forward during the night
  
  
  
  
  

• Deleting an AP Payment Batch
  1. Click on the Edit Payment Batch Icon 
  
  
  
  
  If Closed: 
  
  2. Click on the Open Payment Batch Button, then the Back to Header Button 
  
  
  
  
  
  
  4. Click on the Delete Payment Batch Button, then click Ok on the pop up prompt
  
  Note:Once deleted, an AP Payment Batch is permanently removed and can no longer be retrieved 
  
  
  
  
  If Open: 
  
  2. Click on the Delete Payment Batch Button, then click Ok on the pop up prompt
  
  Note:Once deleted, an AP Payment Batch is permanently removed and can no longer be retrieved
  
  

AP Run Batches

• Creating and Posting an AP Run Batch (Check)

  1. Go to the Accounting Menu and click on the AP Run Batches Sub-Menu
  
  
  
  
  
  2. Click on the Add New Button 
  
  
  
  
  
  3. Fill in the run batch's information, then click on the Go to Payments Button
  
  
  
  
  

  4. Distribute the amount of the payment towards any open invoice 
  
  
  Add Payment (distribute a payment with a memo, transaction # and/or an index attached):
  
  Note:-> Trans#:  The transaction number that corresponds to the payment method used (3rd party transaction)
  -> Index: The index differentiates between multiple checks.  If no index is specified, one index will be assigned per vendor across all invoices selected to be paid, and subsequently, one check will be generated for each with the total of those invoices.  To generate separate checks per invoice, enter a different index value for each invoice that requires a separate check.  Note, different vendors are automatically assigned separate indexes.  
  
  
  Example: Vendor 1 Invoice 1 $100 Index 1 

  Vendor 1 Invoice 2 $500 Index 1

  Vendor 1 Invoice 3 $50   Index 2 

  Result:

  2 checks will print

  Check 1: $600

  Check 2: $50
  
  

  Step 1: Click on the Add Payment Icon next to the invoice to be paid
  Step 2: Enter a memo, transaction # and/or an index 
  Step 3: Click on the Add/Update Button  

  
  
  Autopay Remaining Balance (applies the entire remaining payment amount to the invoice):

  Step 1: Click on the Auto Pay Remaining Balance Icon next to the invoice to be paid

  
  
  Run All In Full (applies payment to all invoices for the full amount due):
  
  Step 1: Click on the Run All in Full Button 

  
  
  
  5. Click the Back To Header Button 
  
  
  
  
  
  6. Click the Close Run Batch Button 
  
  
  
  
  
  7. Review the Run Batch that is ready to post 
  
  
  
  
  
  8. Click the Post/Credit Cash Button.  Once posted, checks(if applicable) will automatically print to the designated check printer.   
  
  Note:-> Once Posted, AP Run Batches cannot be edited but can be reversed 
  -> Any AP Run Batches left open/in progress will prevent the end of day process from automatically moving forward during the night

  
  
  
  Checks can now be viewed and/or printed 
  
  
  
  
  
  
  

• Creating and Posting an AP Run Batch (NACHA)

  Vendor Nacha Setup:

  
  Note:Vendors must have the appropriate ACH/NACHA setup to use NACHA Transmissions as a payment method in AP Run Batches.
  
  Contact I.T to set up your bank for NACHA implementation. 
  

  
  1. Go to the Purchasing Menu and click on the Vendors Sub-Menu.
  
  

  

  
  
  

  2. Click on the Carrot icon next to the desired vendor, then click on the ACH/NACHA Setup icon.
  
  
  3. Fill in the Vendor's bank information and select either Checking or Savings from the Bank Account Type dropdown. 
  

  
  4. Check the NACHA checkbox to enable NACHA transmissions. 
  
  
  5. Click on Save & Exit.
  
  
  
  

  Creating and Posting an AP Run Batch For NACHA:

  
  1. Go to the Accounting Menu, hover or click on the Accounts Payable Sub-Menu, then click on the AP Run Batches Sub-Menu.

  
  
  
  
  2. Click on the Add New Button.
  

  

  
  3.  Select NACHA Transmission from the Payment Type dropdown.
  
  
  
  4. Fill in the rest of the run batch's information, then click on the Go To Payments button.
  
  NACHA Transmission Date: The date that the Run Batch's NACHA transmission is set to be sent to the bank. 
  
  Note:AP Run Batches using NACHA require a vendor to proceed.

  

  
  5. Distribute the amount of the payment towards any open invoice.

  
  

  Add Payment (distribute a payment with a memo):
  
  

  Step 1: Click on the Add Payment Icon next to the invoice to be paid.

  Step 2: Enter a memo, if desired.

  Step 3: Click on the Add/Update Button.
  

  

  Autopay Remaining Balance (applies the entire remaining payment amount to the invoice):
  

  
  Step 1: Click on the Auto Pay Remaining Balance Icon next to the invoice to be paid.

  

   

  Run All In Full (applies payment to all invoices for the full amount due):

  
  Step 1: Click on the Run All in Full Button.
  
  5. Click the Back To Header Button.
  

  6. Click the Close Run Batch Button.
  

  

  7. Review the Run Batch that is ready to post.
  
  

  

  
  

  8. Click the Post/Credit Cash Button. 

   

  Note:

  -> Once Posted, AP Run Batches cannot be edited but can be reversed 

  -> Any AP Run Batches left open/in progress will prevent the end of day process from automatically moving forward during the night

  
  
  
  9. The NACHA transmission can now be viewed and/or approved for transmission by an additional user, if necessary. Click on the Show dropdown and select "Posted", then click on the ACH/NACHA Transmissions Icon to view the NACHA Transmission.

  

   

  Click the Activity icon (Lightning Bolt) to view the AP Pay Run(s) and AP Invoice(s) featured on this NACHA transmission.
  
  
  
  
  Click on the Go to Run Batch icon to view the AP Run Batch that paid for this invoice.
  
  
  
  Click on the Go to AP Invoice icon to view the AP Invoice paid for in this Run Batch.
  
  
  
  

  Email and System Notifications:

  Once an AP Run Batch is posted using a NACHA Transmission as a payment method, users set up to receive notifications for NACHA Transmissions will receive notifications in the form of an email and system notification. 
  
  Email Notification:
  
  
  
  System Notification:
  
  
  
  
  

  Canceling NACHA Transmissions:

  Note: Transmissions that are cancelled prior to being sent to the bank will be completely deleted, and the pay run reversed.  For NACHA transmissions that were already sent to the bank, a manual pay run reversal must be performed, and any applicable credits must be obtained separately from the vendor.  
  
  1. Click the Edit icon to edit the NACHA transmission.
  
  
  
  
  2. Click on the Cancel Transmission button.
  
  
  
  
  3. Click on the Back to Header button to create an AP Run Batch Reversal against the AP Run Batch featuring the NACHA transmission(s).
  
  
  
  
  4. Click on the Close Run button to bring the reversal to the "Ready to Post/Print" status.
  
  
  
  
  5. Click the Post/Credit Cash button to post the reversal and cancel the NACHA transmission that was previously pending approval.
  
  
  
  
  

  Additional User Approval/Rejections

  
  Note:Our system offers the ability to have separate authorized users required to approve any NACHA transmission before the money is taken out of the bank.  The user who initially created the NACHA transmission will not have the authority to approve it for sending, but instead a designated user must review and approve or reject accordingly.  
  
  1. Have an authorized user navigate to the NACHA Transmission.
  
  Method 1: From System Notification:
  
  a. Click on the system notification to view it on the Notifications Listing.
  
  
  
  
  b. Click on the Go to NACHA Pay Group icon to view and manage the NACHA Transmission.
  
  
  
  
  Method 2: From Email Notification:
  
  a. Click on the link provided in the email notification to log in and view the NACHA Transmission.
  
  
  
  
  b. Click on the Go to NACHA Pay Group icon to view and manage the NACHA Transmission.
  
  
  
  
  Method 3: From Transaction Reference Number:
  
  a. Click on the Accounting Menu, select the Accounts Payable Sub-Menu, then click on the AP NACHA Transmissions Sub-Menu. 
  
  

  

   

  
  b. Search for the NACHA Transmission's Trans. Ref. # by using the Trans. Ref # search field.
  
   
  
  
  2. Click the Edit icon to manage the NACHA Transmission. 
  
  
  
  
  Approve Transmission:
  
  a. Click on the Approve Transmission button to approve this payment for transmission. 
  
  Note:This will mark the NACHA Tranmission as Approved and enable the transmission to go through on the Transmission Date selected for the AP Run Batch. 
  
  

  

  
  The payment will remain in Pending Status, and transmit at the date and time the transmission was set for.
  
  

  
  
  After transmission, the status of the NACHA Transmission will update to "Sent" and the Transmitted column will note the date/time of the tranmission.
  
  
  
  
  Reject Transmission: 

  
  a. Click on the Reject Transmission button to reject this payment from transmission.
  
  
  
  
  b. Click on the Back to Header button to create an AP Run Batch Reversal against the AP Run Batch featuring the NACHA transmission(s).
  
  
  
  
  c. Click on the Close Run button to bring the reversal to the "Ready to Post/Print" status.

  
  
  
  
  d. Click the Post/Credit Cash button to post the reversal and cancel the NACHA transmission that was previously pending approval.
  
  

• Creating and Posting an AP Run Batch (ACH/Transfer/Wire)
  1. Go to the Accounting Menu, hover or click on the Accounts Payable Sub-Menu, then click on the AP Run Batches Sub-Menu.

  
  
  
  
  2. Click on the Add New button.
  
  
  3. Select ACH/Transfer/Wire from the Payment Type dropdown.
  
  
  

  4. Fill in the rest of the run batch's information, then click on the Go To Payments button.
  
  
  

  5. Distribute the amount of the payment towards any open invoice.

  
  Add Payment (distribute a payment with a memo and/or transaction # attached):
  
  Note:-> Trans#:  The transaction number that corresponds to the actual money transfer performed in a third party software.  Assign each row a trans# accordingly.  
  
  Step 1: Click on the Add Payment Icon next to the invoice to be paid.
  Step 2: Enter a memo and/or transaction #.
  Step 3: Click on the Add/Update Button.

  
  

  
  Autopay Remaining Balance (applies the entire remaining payment amount to the invoice):

   

  Step 1: Click on the Auto Pay Remaining Balance Icon next to the invoice to be paid.
  
  
  Run All In Full (applies payment to all invoices for the full amount due):

   

  Step 1: Click on the Run All in Full Button.
  
  
  6. Click the Back To Header Button.

  
  7. Click the Close Run Batch Button.

  

  8. Review the Run Batch that is ready to post.
  
  

  9. Click the Post/Credit Cash Button. 

   

  Note:

  -> Once Posted, AP Run Batches cannot be edited but can be reversed 

  -> Any AP Run Batches left open/in progress will prevent the end of day process from automatically moving forward during the night
  
  10. To review the Run Batch, click the Show dropdown and select "Posted/Printed".  
  
  
  Click the View Runs icon to see which payment batches were posted through this Run Batch.
  

• Editing an AP Run Batch
  Note: Only AP Run Batches that are open and not posted can be edited 

  
  
  1. Click on the Edit Run Batch Icon 
  
  
  
  
  If Closed: 
  
  2. Click on  the Open Run Batch Button 
  
  
  
  

  3. Make any necessary changes to the details of the AP Payment Batch

   

  Reversing a Line (Reverses the distribution made to that particular invoice): 

  Step 1: Click on the Reverse Line Icon (X) next to the invoice to reverse the distribution associated with it 

  
  
  
  

  Reversing All Distributions (Deletes/Reverses all distributions made across all invoices):

  Step 1:  Click on the Reverse All Button 

  
  
  
  

   

  4. Click on the Back to Header Button and make changes to the header of the AP Payment Batch as necessary 
  
  
  
  
  
  5. Click on the Close Run Batch Button once ready to close and post the AP Run Batch
  
  
  
  6. Click on the Post Button to post the AP Run Batch
  

  
  Note:-> Once Posted, AP Run Batches cannot be edited but can be reversed 

  -> Any AP Run Batches left open/in progress will prevent the end of day process from automatically moving forward during the night

  
  
  
  
  
  
  If Open: 
  
  2. Adjust any of the header information as necessary. 
  
  
  
  
  
  3. Click on the Go to Payments Button to make changes to the details of the AP Run Batch

  
  
  
  
  

  
  

  Reversing a Line (Reverses the distribution made to that particular invoice): 

  Step 1: Click on the Reverse Line Icon (X) next to the invoice to reverse the distribution associated with it 

  
  
  
  

  Reversing All Distributions (Deletes/Reverses all distributions made across all invoices):

  Step 1:  Click on the Reverse All Button 

  
  
  
  

   

  4. Click on the Back to Header Button
  
  
  
  
  5. Click on the Close Run Batch Button once ready to close and post the AP Run Batch
  
  
  
  6. Click on the Post Button to post the AP Run Batch
  

  
  Note:-> Once Posted, AP Run Batches cannot be edited but can be reversed 

  -> Any AP Run Batches left open/in progress will prevent the end of day process from automatically moving forward during the night

  
  
  
  
  
  

   

• Deleting an AP Run Batch
  1. Click on the Edit Run Batch Icon 
  
  
  
  
  If Closed: 
  
  2. Click on the Open Run Batch Button, then the Back to Header Button 
  
  
  
  
  
  
  
  4. Click on the Delete Run Batch Button, then click Ok on the pop up prompt
  
  Note:Once deleted, an AP Run Batch is permanently removed and can no longer be retrieved 
  
  
  
  
  
  If Open: 
  
  2. Click on the Delete Run Batch Button, then click Ok on the pop up prompt
  
  Note:Once deleted, an AP Run Batch is permanently removed and can no longer be retrieved