CenterPoint^® Accounting - Pay Invoices Due and/or Pay Liability Invoices Due with a Review Step

Related Help

CenterPoint Accounting for Agriculture - Payments/Check Writing Video - Duration: 22 min 13 sec

CenterPoint Accounting - Payments/Check Writing Video - Duration: 20 min 32 sec

CenterPoint Fund Accounting - Payments/Check Writing Video - Duration: 23 min 59 sec

CenterPoint Payroll - Pay Payroll Liabilities Video - Duration: 5 min 36 sec

Print Checks for Vendor Invoices Video - Duration: 11 min 20 sec

View or Print as PDF for CenterPoint Accounting for Agriculture

View or Print as PDF for CenterPoint Accounting

View or Print as PDF for CenterPoint Fund Accounting

View or Print as PDF for CenterPoint Payroll

---

This topic explains how to select these invoices for payment, print a list of the selected transactions and print the checks. Invoices can be selected for payment based on their Due Date, Discount Date or Invoice Date. The Prepayment Report allows you to review the invoices to be paid, prior to printing the checks.

Step A - Selecting Invoices for Payment

Step B - Print/Preview the Prepayment Report

Step C - Print Checks

 

---

Step A - Selecting Invoices for Payment

1. On the Processes menu, point to Purchases, Expenditures or Payroll, and then select Pay Invoices Due.

2. The criteria fields at the top of the Pay Invoices Due screen controls which invoices will be displayed below and available to be selected for payment.
   • In the Company/Fund box, enter the company/fund name that you want to view open invoices for.
   • In the Bank Account box, enter the bank account that will be decreased by this payment transaction. The Current Balance of the bank account as of the most recent open period selected for this payment transaction displays
   • In the Filter box, select the type of invoices you want to display on the Pay Invoices Due screen; All, Accounts Payable, Payroll Liabilities, or Credit Card Liabilities.
   • In the next filter box, select which vendor invoices should display.
   • In the Current Batch box, select a batch.
   • There are three options available for the Find By field (Findby Due Date, Find by Invoice Date, Find by Discount Due Date). Choose the appropriate option by clicking on the Options button at the bottom of the screen (the option that was
     selected the last time you paid invoices due will display). Once an option is selected, enter the appropriate date in the Find By field.
   • In the Payment Date field, enter the date to use on the checks.
   • Verify the first Check Number (Advice Number).
3. All open invoices that meet the criteria selected in step 1-2 will display for all vendors in the Pay Invoices Due grid (outstanding invoices that are on hold will not display).

4. If you want to see any changes that may have been made to invoice amounts, for example if the Pay Invoices Due screen was left open and a transactions was changed, right-click on the grid and select Refresh. The grid will be cleared and redisplayed using the information from the top of the screen.
• To see all open invoices for the vendors displayed, click Expand Vendors. To see all open invoice detail for the vendors displayed, click Expand Invoices. If you need to change the vendor for an unpaid invoice, either click the + sign until the individual vendor invoices display (the lowest level for a vendor) or click Expand Invoices to automatically display the individual invoices for a vendor, right-click on the individual invoice you want to change the vendor for and then select Change Vendor, enter the new vendor in the Vendor box, and then click OK.
5. Begin selecting which invoices to pay. There are various ways invoices can be selected to pay:

• Click on the Pay All button to select all invoices for all vendors displayed.
• To select all invoices for a single vendor, select the Pay box for that vendor.

To select individual invoices for a single vendor;

1. Click on the + button for the appropriate vendor to display all of the open invoices for that vendor.

2. Place a check mark in the Pay box for each invoice that should be paid.

• To partially pay an invoice, enter the amount to be paid in the Payment Amount field for that particular invoice.

Note: If you edit a payment that has partially paid invoices that have been placed on hold, a yellow message bar will be displayed at the top of the edit screen indicating that the payment cannot be edited.

• If the amount owed is different than the invoices total (For example, it is not uncommon for the invoices created during a pay run (for payroll liabilities) to differ slightly from the actual amount owed due to rounding.) the payment amount can be adjusted. If the amount owed is different, click on the Adjustment button for the invoice(s) and enter the amount you want to pay in the Actual Amount To Pay box. The adjustment amount will display in the Adjustment box. Enter the ExpenseAccount that the adjustment amount will post to, and then click OK.
• If you want to print multiple checks to the same vendor in a check run, in the Select Checks drop-down list, select which check the invoice should be included on 1st Check - 5th Check.

6. If any invoices have discounts available, they will automatically be taken. The totals will be listed in the Discounts Taken field.

7. The Total Due box displays the total of all of the unselected open Accounts Payable invoices in the Pay Invoices Due grid.
8. The Total To Be Paid box displays the total of all open Accounts Payable invoices selected to be paid in the Pay Invoices Due grid.
9. The Vendors Paid box displays the total number of vendors paid in the Pay Invoices Due grid.
10. Click the Print button. (An image of a printer displays on the button. A green check mark means the check will be printed and a red X means the check will not be printed.) The selection set in File > Preferences > Printing > Checks is will display and can be changed.. Select whether you want to immediately print a check for the payments when you click Post. To set your default for the Print button, right-click on the button and select Set As Default. To override the Print button default, click the Print button and change the settings on the Print Settings screen.
    • When the filter is used to Include ACH vendors only, the ACH icon will replace the Printer icon. Click the ACH icon to display the Print Settings screen.

• Select Add to ACH File to make an electronic payment. Click OK. For more information, see the ACH: Setup & Processing document

11. Click Post to finish saving these selected transactions.

Step B - Print or Review the Prepayment Report

You can verify the invoices you have selected for payment by printing the Accounts Payable Prepayment report from Reports > Reports > Transaction Reports > Batch Transactions.

Step C - Print Checks

1. To print checks for the invoices that were previously selected, click on Processes > Batch Transactions.
2. Select the batch that was assigned in step 2 of the Selecting Invoices for Payment procedure and click Post. The Post process will initiate the check printing process.

Document: 3028

See Also