Choose Invoices to Pay


This routine allows you to choose the invoices you would like to pay and the amounts to pay on each invoice. You may wish to print the A/P Aged report or the Payables by Vendor report for a listing of unpaid invoices. This option is found on the Choose Invoices To Pay sub-menu.

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ENTITY

PAY DATE

BEG DUE DATE

Enter the beginning due date for invoice selection or A for ALL due dates. The default is 60 days in the past. If A is entered, all due dates are selected and the ending due date is not required.

END DUE DATE

Enter the ending due date, which may be identical to the beginning due date. The default is one week from today. If no date is entered, selection will be based on due dates greater than or equal to the beginning due date.

BANK ID

Enter the bank account ID from which payment will be made, or enter ??? to search for a bank account ID. The bank ID selected must belong to the entity entered above.

DOLLAR LIMIT (ENTITY)

The dollar limit displayed is the calculated total of invoices selected for this entity. This amount may be modified in order to place a "ceiling" on the total amount to pay. Entry is not required.

VENDOR

Enter a vendor ID or enter ??? to search for a vendor ID from the list of vendors which was created during the selection process. If the ‘A’ option for ALL vendors was chosen, invoices will be selected for each vendor automatically; if an entity dollar limit was entered above, the ALL vendors option will loop through the vendors, choosing one more invoice per vendor beginning with the oldest until the entity dollar limit has been reached. If no limit was specified, all invoices will be chosen for all vendors. Whenever the vendor lookup window is opened (V), all vendors will be displayed along with grand totals for balance due, dollar limit, and amount to pay. From this screen you may select vendors to pay by entering the corresponding line number, scroll forward/backward (F/B), list vendors beginning with a specific line number (L15), reset amount to pay/dollar limit to zero for a specific line number (Z4), return to previous screen (\ = exit the vendor lookup).

DOLLAR LIMIT (VENDOR)

Enter the dollar limit for this vendor, which is the maximum amount to be paid to the vendor at this time. The default is the total balance due for this vendor based on the selection criteria. Entry is not required.

INVOICES TO PAY

Enter an invoice number or enter ??? to search for an invoice number in the list created for this vendor during the selection process. When the search window is open, the user will be able to

select or deselect an invoice to pay by simply entering the line number of the invoice. When an invoice is selected, the amount to pay field is filled in with either the balance due on the invoice or the amount remaining to be distributed based on the vendor dollar limit. If the line number of that invoice is entered again, the amount to pay will be reset to zero. Several invoices may be selected/deselected while the window is open. When the user enters FI at the window selection prompt, the selections are displayed when the invoices to pay window is redisplayed. The ALL invoices option is available if no invoices have been chosen. All invoices will be chosen and displayed automatically (up to the vendor dollar limit if present).

DESCRIPTION

AMT TO PAY

Enter the amount to pay on this invoice. The default will be either the invoice balance or the amount remaining based on the vendor dollar limit. If an amount is entered which would cause an invoice to be overpaid, a warning message will appear and the user will have the opportunity to accept or change the amount. If a vendor dollar limit and/or an entity limit is present, the amount to pay will be restricted within those limits with an error message. If an amount previously entered is changed to a zero (0), the entire invoice line will be deleted (deselected).

TOTAL

NOTE:

If you END or EX out of this selection process after invoices have been selected to pay, they remain selected until deselected (no check records are created until X1 Create Check Records is executed).

X1 CREATE CHECK RECORDS

Enter X1 from MODIFICATIONS to begin the check records creation process. These records can be edited through Edit Chosen Invoices prior to printing checks and posting.

After you have created the temporary check records, the next step is to print the List of Invoices To Pay.