Processing Payments to Vendors

Processing Payments to Vendors

Basic Steps

1. Approve Bills for Payment
2. Prepare Payments
3. Process Payments/Print Checks
4. Release Payments

Detailed Process

1. Navigation: Payables > Processes > Approve Bills for Payment 
   1. Filter by vendor, due date, or payment method.  
   2. Mark bills as “Approved for Payment”.    
   3. Click Save.    

NOTE: Depending on company workflow processes, this step may already be performed at the time of bill entry.

2. Navigation: Payables > Processes > Prepare Payments
   1. Select the Payment Method and Cash Account.
   2. Select the bills to be paid. Use the filters highlighted in yellow to narrow down the list of bills (Due Date, Vendor, etc.) Filters can also be applied directly on each column heading-for example, filtering by Vendor Name.  Check the boxes next to the bills to be included in the payment batch.
   3. Select PROCESS.  The selected bills will now be ready for checks to be printed.  A Processing Status window will appear showing the progress. Once processing is complete Acumatica will automatically navigate to the next step - Process Payments/Print Checks.   

3. Navigation: Payables >Processes > Process Payments/Print Checks
   1. Select the checks to be printed.  Note: If multiple bills were selected for the same vendor in the previous step, they will be combined into a single check-unless the “Pay Separately” box was checked on any of those bills.
   2. Verify or Enter the Next Check Number. If it is correct, proceed.  If not, enter the correct next number.
   3. Select PROCESS.  Once complete, a Check Form with Remittance popup window will appear, displaying all checks ready for printing. Review the checks for accuracy. Click the Printer icon in the popup window to open the printer screen.

**IMPORTANT: Keep the Check form with Remittance window open until check printing has been verified.  If reprinting is needed, it can be done from this window. Once the window has been closed, Acumatica will automatically open the next step – Release Payments. 

4. Navigation: Payables >Processes > Release Payments

   a.    Review the list of printed checks.  Three Action options available at this point:  

   1. RELEASE – This action finalizes the payment process and posts them to the General Ledger (GL). 

**NOTE: THERE WILL BE NO OPTION TO REPRINT A CHECK ONCE IT HAS BEEN RELEASED.

1. 2. REPRINT – Use this action if the checks did not print correctly.  When this action is used, this will move the payment back a step to the Process Payments/Print Checks stage under Payables > Processes > Process Payments/Print Checks, where the checks can be printed again using the standard process.  

**NOTE: the payment could also be deleted at this point if it is not needed or incorrect. 

1. 3. REPRINT WITH NEW NUMBER – Similar to the Reprint action, but allows the entry of a new check number before printing.

2. Select the appropriate Action, and PROCESS to execute the action.

Inquiries

After checks have been Released, a Check Register can be accessed to view payment details.  Navigate to Payables > Inquiries > Check Register.  This inquiry can be filtered and sorted as needed.  Results can be exported to Excel. 

Tips

1. Run the AP Aging report before processing payments to review which Vendor Bills are due for payment. 

2. The Vendor Setup has fields that are especially important for AP Payments: Payment Method and Cash Account.   These values default from the Vendor Class, but should be reviewed and verified when setting up each individual vendor, as these fields may vary from the class defaults.

3. If an AP Bill is not generating in step 2 as expected, verify the Payment Method is correct. If the Payment Method on the AP Bill is not set to “check”, it will not be included on the list of checks to prepare/process.