[AP] AP Payment Workfile

AP Payment Workfile is used to create payments including checks and EFTs.

1. Accounts Payable > Programs > AP Payment Workfile

2. Choosing Settings:

CM Acct to use if not assigned to the transaction: F4 and choose a CM Account

Restrict byCMAcct:  select the checkbox and choose a CM Account if you would like only transactions with a specific CM Account to pull in

Vendor: If you would only like transactions for a specific vendor to pull in, F4 and select that vendor. 

AP Ref#: If you would like only one specific transaction to pull in, enter the AP Reference here. 

JCCo and Job: If you would like to pull in only transactions for a specific job, enter the Company number and Job number here. 

Restrict by Payment Control: if you would like a specific payment control to pull in, select the check box and enter the payment control in the blank. 

Restrict by Payable Types: If you would like a specific payable type to pull in, select the check box and choose one of the payable type options - the payable type options are in the gray box as shown below

Include on hold transactions: If you would like transactions that are on hold (non-retainage only) to pull in, select this option. 

Check to pay if out of compliance: If you would like transactions to pull in, even if they are out of compliance you can select this option. 

Separate payments per job: Check this box to print a separate check for each unique vendor and job combination.

- Separate payment per subcontract: Check this box to print a separate check for each subcontract. 

Exclude vendors with credit: Check this box to exclude vendors whose total balance is zero or negative. 

Open Retainage only:  Select this checkbox to include only released retainage transactions.

Payment Methods: Select what payment methods you will be using to pay the transactions. 

Include transactions due as of: Enter the due date cutoff to pull in transactions with due dates on or before this date. 

If Available, Use Discount Date: Check this box to include transactions with a discount date on or before the cutoff date entered in the "Include Transactions Due As Of" field. 

Include Discounted Transactions Only: Check this box to pull in only transactions with a discount; if any line has a discount, all lines from that transaction will be included in the batch. 

Take All Discounts: Only select this checkbox if you want offered discounts to be taken.

Initialize To Be Paid: Check this box to mark all transactions that are pulled in as ready for payment. 

3. Click Fill Grid

4. The transactions to be paid will pull into the grid - the total of all transactions added together will be shown at the top. 

5. Click Create Payment Batch

6. Choose a batch month and click OK

7. Select a Pay Method 

8. CM Acct will be auto filled based on what was on the transaction/s.

9. Select a Check Type

Computer: this will automatically create a check for you 

a. Click File

b. Click Print Checks

c. Fill in the check information

d. Click Print Checks

e. Save checks to computer. 

f. Click Close

Manual: this will open up fields to create a manual payment (normally used for EFTs)

a. Fill in the opened fields (CM Ref#, CM Seq#, and Paid Date)

10. Click File > Process Batch > Validate > Post