Payments are assembled in batches and edited before actually being applied to the invoices. The payment batch is stored and listed by supplier name, cheque number, and invoice number. Several options are described below for selecting invoices for payment.
Manual Cheque Payment/Individual Invoice Selection
Payments are selected by invoice. After the supplier is selected, a list of outstanding invoices appears. A manual cheque is identified by selecting an 'M' before making the selection of invoices to be paid. The full amount can be paid or the invoice can be ignored by a quick code. A partial payment requires an amount with the code. There is no limit to the number of invoices that can be paid at one time in the payment process. The order of display is by invoice number for a selected supplier. If an 'A' was selected the payment date will be ignored until the cheque is printed.
A credit note is effectively an invoice with a negative amount.
Each Supplier can only have a cheque number once. Blank cheque numbers are allowed with automatic cheques.
Change or Delete Selected Payments
You may remove an invoice from the selections or you can change the amount of the payment anytime after the selection has been made and before it has been posted.
The Payment Edit List shows all payments selected since the last posting. The report totals indicate the cash requirements for this segment of the following cheque run (more than one posting can be included in a Cheque Run). The amounts shown are conditional and therefore are not reflected in outstanding amounts for the invoices as yet. The outstanding amount of the invoice is only updated after the cheques have been printed.
When you have completed your invoice selection and you are satisfied with the data on the Payment Edit List, post the selections to the Accounts Payable Cheque file. The posting occurs in cheque number sequence within a given posting run. If more than one posting is done before cheques are produced, the postings remain separate. The same supplier cannot have the same cheque number. Once this step is complete, you are ready to proceed with the Cheque Register and Cheque Printing.