Page Comparison

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• Set the purchasing preference for “Default Account – Settlement Accrual”. 
  • This will ensure that transactions will still post if the settlement account has not been manually configured for each fisherman or tender.
  • Set the purchasing preference for “Enable Real Time Integration” to “Yes”. integration setup for Checkbook transaction to immediate or timed.
    • This user guide assumes the preference is set to “Yes”integration to be on. If the preference integration setup is set to “No”none, then the integration components described in Steps 4 and 5 will not occur.

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• Account: Displays the name of the vendor the balance is owed.
• Activity: Displays a hyperlink that will open the Fisherman's activity with all transactions that are New, Approved, Ready to Post, or Posted, Voided and Replaced; excluding those that have been voided deleted by default.
• Batch: Displays the batch the payment belongs to. This field auto-populates after a payment has been entered and processed.
• Open PO's: Displays the fisherman's balance resulting from all open Purchase Orders. 
• Open Transactions: Displays the fisherman's balance resulting from all open transactions. Negative balances will appear within parentheses. 
• Payment: Enter the amount to pay the vendor. This is the only editable field.
• Posted Balance: Displays the remaining balance from posted transactions. Negative balances will appear within parentheses. 
• Net Balance: Displays the sum total of the vendor’s balance. Negative net balances will appear within parentheses. 
• Statement: Displays a hyperlink that will open the fisherman's statement report.

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Select the auto-populated batch name from the Batch ID field. This will automatically update the Process Checks window to display the defaulted data from the payments while also removing the Void and Approve toolbar icons. In the Process Checks grid, each payment entered will appear as a single line item with the following details:

• Account:   Select Select the account for which the payment is being made. This field defaults to the account a payment was entered for but can be edited. This field is required to save the check. 
• Address : This field displays a hyperlink that, when clicked, opens the address window, allowing the user to edit the address that will display on the check for the corresponding payment line. Editing this address will not affect the corresponding vendor's saved address. The address defaults from the selected Address ID. This field is editable until the check batch has been printed. Address ID: Select the Address ID to which the check will be written. This drop-down menu displays all Address IDs for the selected Account. Once an Address ID is selected, the Payee, Description, and Address field fields will default. This field is not required. 

• Address 1: Displays the address 1 line of the selected fisherman address. This field is editable until the check batch is printed.

• Address 2: Displays the address 2 line of the selected fisherman address. This field is editable until the check batch is printed.

• Address 3: Displays the address 3 line of the selected fisherman address. This field is editable until the check batch is printed.

• Amount: Enter the amount to be paid to the “Payee.” This field defaults to the total “Payment” amount entered for the vendor but can be edited. Negative amounts are not permitted and entering a $0 amount or deleting the amount and saving will removed the line item. 
• Check Number: Displays the check number assigned to the payment. This field is for informational use only and cannot be edited. The field auto-populates when the check(s) have been printed.
• City: Displays the city of the selected fisherman address. This field is editable until the check batch is printed.
• Description: Enter the description to appear on the check. This field defaults from the Address ID but can be edited.
• Payee: Enter the name to appear on the check. This field defaults from the Address ID but can be edited. 
• State: Displays the state of the selected fisherman address. This field is editable until the check batch is printed.
• Zip: Displays the zip code of the selected fisherman address. This field is editable until the check batch is printed.

To create more checks than those that display, click the “New” toolbar icon. This will open five new rows for data entry. If a “Payment” was not entered for a vendor in the Settlement Balance list view, a payment can still be created in the Process Checks window by creating a new line for the vendor.

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Clicking the Approve toolbar icon will send the checks to the host system, update the Process Checks status to Approved, and, upon exiting the Process Checks window, will update the Posted Balance(s) to reflect the payment(s) and clear the Batch and Payment fields for new entry. The posted balances will update by first applying the vendor’s “Due From” balances to the “Owed To” balances to get a final balance owed. Then, the approved payment will be applied to the remaining balance(s) by applying to the oldest transaction first. Transaction applications utilize the check batch date when checks are created and posted.  Transactions dated after the check batch date would not be applied.

Note: If the payment pays the Posted Balance in full, the vendor's Settlement Balance line item will no longer appear. 

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One credit line for the amount of the check to the checkbook’s cash account. The distribution type will be CASH.

Once the user is satisfied that all the GL Distributions are correct, the user can post the batch in the host system.

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Posting the transaction will create a posted purchasing invoice and a posted purchasing payment, fulfilling the amount of the invoice, which will create a posted journal entry will the same distributions as the invoice.