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The Process Payments record view is The Process Payments record view is used to manage the details of ACH, Draft, Wire and/or Check payments. Users may print ACH and check payments, view Journal Details, generate reports, Post or Void (Delete) batches. There are two types of payments that can be processed on this page: Quick Payment or Payment Batch. Once posted, Quick Payments can be manually applied to a document using the Apply Documents button on the Vendor Balances list view. Posting Payment Batches automatically applies the payment to the transaction(s) included in the settlement batch.

Software Version: 2023.XX12.XX19 and newer

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Print LV Print LV

Allows users to select "Print ACH" or "Print Checks" and opens a PDF allowing users to view the selected payments. Once the Print Payments button has been clicked, the Batch Status field will be updated to "Checks Printed", "ACH" or "ACH & Checks Printed".

Database Field: ERPx_MFTransactionBatch.ACHEffectiveDate

This is a

single-select standard lookup

date field that defaults to the

system generated Batch ID associated with the user, formatted as [User First Name] + [User Last Name] + [Batch Number + 1] + [Quick Payment or Payment Batch]. This field defaults the most recent payment batch, if one exists. A batch may contain a list of one or more Accounts whose payment(s) are being processed. Selecting a different Batch ID refreshes page to display the associated Account(s) and payment details. This field is required and is never editable by a user.

The lookup contains a list of all non-posted Batch IDs associated with the user.

Database Field: ERPx_MFTransactionBatch.BatchID

Checkbook

date of the Pmt. Date field and is always editable. This date must be greater than or equal to the Pmt. Date when the record contains ACH payments, else the message “The ACH Date must be greater than or equal to the Pmt. Date.” will be displayed when the record is saved as Approved or greater. When there are one or more ACH payments this date must be in a fiscal period open to Financial and Purchasing, else the message "The ACH Date must be in a Fiscal Period open to both Financial and Purchasing.” will be displayed when the record is saved as Approved or greater. 

If the date entered is in the past or occurs on a weekend the message "Warning, one or more of the ACH batches you have selected has a date that is either in the past or occurs on a weekend.”  will be displayed when the 'Generate ACH File' button is clicked with the option to click ‘OK’ or ‘Cancel’ and change the date if needed.  If the date is changed the record MUST be saved prior to choosing to generate the ACH file again to use the updated date.

Database Field: ERPx_MFTransactionBatch.ACHEffectiveDate

The lookup contains a list of all the 'Active' Checkbooks where the Currency is the same as the payments being processed for AP batches. 

Database Fields: ERPx_MFCheckbook.CheckbookDescription, ERPx_MFTransactionBatch.CheckbookSK

check/ACH has been printed. DraftTotal This is a single-select standard lookup that defaults as 'New' and is required. This is always editable while the transaction is in a Status of 'New' or 'Approved'.Def - excerpt-Post: Sets the Batch Status to "Posted". This indicates that the checks and ACH payments have been printed successfully, and the printed checks and ACH are valid for use. Once the Account settlement vendor Settlement . 

Void: Sets the Batch Status to "Void". This indicates that the checks have not been printed successfully, and the printed checks are invalid for use. Some examples of when a check may be voided would be if the check paper got jammed in the printer, printed on the wrong side or upside down on the check paper, or if an incorrect paper was used to print the check.

Once voided, the check is destroyed in the system and cannot be used.

 The Statuses that apply to transactions in this record view include:

ACH: User clicked the Print Payments button and selected Print ACH.

ACH & Checks Printed: User clicked the Print Payments button and selected both Print Checks and Print ACH.

Checks Printed: User clicked the Print Payments button and selected Print Checks.

Posted: User clicked the Post Batch button and Posted Balance and Net Balance for the Account(s) have been updated. When posting a Payment Batch, the payment will be automatically applied to the included transactions on the settlement batch. Posting a Quick Payment will not result in any applications.

Void: User clicked the Void Batch button and payments were cancelled for all Account(s) on the Payment Batch or Quick Payment. Posted Balance and Net Balance for the Account(s) will remain unchanged.  opened, or on Save, or another Batch ID is selected. For a Payment Batch, this amount is calculated once the batch is Saved. This field is never editable by the user.

Database Field: ERPx_MFTransactionBatch.TransactionStatusSKWireTotal

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Delete
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More Actions

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  • Journal Details: Opens the Journal Details page showing the Journal Entry for the batch.
  • Generate ACH File: Generates a .txt file with the ACH information. This button is only enabled visible after the batch is successfully posted and there is at least one ACH payment that was processed.
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SavePrint 

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(lightbulb) Payment # must be assigned before any payments can be printed. 

Save
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FieldsDescription
# of ACH

Identifies the total number of ACH payments in the batch. This is a non-editable calculated text box. It is automatically updated when the page is first opened, on Save, or when another Batch ID is selected. This field is never editable by the user and is not stored in the database.

# of Checks

Identifies the total number of Checks in the batch. This is a non-editable calculated text box. It is automatically updated when the page is first opened, on Save, or when another Batch ID is selected. This field is never editable by the user and is not stored in the database.

# of Draft

Identifies the total number of Draft payments in the batch.  This is a non-editable calculated text box. It is automatically updated when the page is first opened, on Save, or when another Batch ID is selected. This field is never editable by the user and is not stored in the database.

# of Payments

Identifies the total number of checks and ACH payments in the batch. This is a non-editable calculated text box that summarized the '# of ACH' and '# of Checks' when the page is first opened, or on Save, or when another Batch ID is selected. This field is never editable by the user.

Database Field: ERPx_MFTransactionBatch.TransactionCount

# of Wire

Identifies the total number of Wire payments in the batch.  This is a non-editable calculated text box. It is automatically updated when the page is first opened, on Save, or when another Batch ID is selected. This field is never editable by the user and is not stored in the database.

ACH 

Identifies the total amount of all ACH payments included on this payment batch. This is a non-editable calculated text box. For a manual payment, this amount is automatically calculated when the page is opened, or on Save, or another Batch ID is selectedselected. For a Payment Batch, this amount is calculated once the check/ACH has been printedbatch is Saved. This field is never editable by the user.

Database Field: ERPx_MFTransactionBatch.ACHTotal

ACH Date

Identifies the date that is used to generate the ACH file. 

Batch ID
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Batch Total

Identifies the total amount of all checks and ACH payments included on this payment batch. This is a non-editable calculated text box. For a Quick Payment, this is calculated and defaulted when the page is first opened, or on Save, or another Batch ID is selected. For a Payment Batch, this amount is calculated once the check/ACH has been printed. This field is never editable by the user.

Database Field: ERPx_MFTransactionBatch.TransactionTotalAmount

Checkbook
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Batch IDDraftIdentifies the total amount of all Draft payments

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Batch ID
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This is a single-select standard lookup that allows users defaults to select the checkbook used to distribute the ACH and/or check payments in the settlement batch. This is required and defaults to the checkbook of the same currency as the payments being processed for AP batches.

Changing the Checkbook will automatically update the 'Next Check #' field. If the payment includes one or more ACH payments, changing the Checkbook to one that does not have ACH set up will result in the message "This checkbook is not set up for ACH. Clicking 'Confirm' will set the Payment Type of all the records in this Batch to Check, or you can click Cancel and set up the checkbook to support ACH." to be displayed. This field is editable while the payment batch is in a status of 'New' until a Payment # has been assigned, then it is disabled.

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Checks

Identifies the total amount of all Checks included on this payment batch. This is a non-editable calculated text box. For a manual payment, this is calculated and defaulted when the page is first opened, or on Save, or another Batch ID is selected. For a Payment Batch, this amount is calculated once the check/ACH has been printed. This field is never editable by the user.

Database Field: ERPx_MFTransactionBatch.CheckTotal

the system generated Batch ID associated with the user, formatted as [User First Name] + [User Last Name] + [Batch Number + 1] + [Quick Payment or Payment Batch]. This field defaults the most recent payment batch, if one exists. A batch may contain a list of one or more Accounts whose payment(s) are being processed. Selecting a different Batch ID refreshes page to display the associated Account(s) and payment details. This field is required and is never editable by a user.

The lookup contains a list of all non-posted Batch IDs associated with the user.

Database Field: ERPx_MFTransactionBatch.BatchID

Batch Total

Identifies the total amount of all checks and ACH payments included on this payment batch. This is a non-editable calculated text box. For a Quick Payment, this is calculated and defaulted when the page is first opened, or on Save, or another Batch ID is selected. For a Payment Batch, this amount is calculated once the check/ACH has been printed. This field is never editable by the user.

Database Field: ERPx_MFTransactionBatch.TransactionTotalAmount

Checkbook

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This is a single-select standard lookup that allows users to select the checkbook used to distribute the payments in the batch. This is required and defaults to the checkbook of the same currency as the payments being processed.

If the payment includes one or more ACH payments, changing the Checkbook to one that does not have ACH set up will result in the message "This checkbook is not set up for ACH. Clicking 'Confirm' will set the Payment Type of all the ACH records in this Batch to Check, or you can click Cancel and set up the checkbook to support ACH." to be displayed. For Quick Payments, this field is editable while the payment batch is in a status of 'New' until a Payment # has been assigned, then it is disabled. For a Payment Batch, this is always disabled. 

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The lookup contains a list of all the 'Active' Checkbooks where the Currency is the same as the payments being processed for AP batches. 

Database Fields: ERPx_MFCheckbook.CheckbookDescription, ERPx_MFTransactionBatch.CheckbookSK

Checks

Identifies the total amount of all Checks included on this payment batch. This is a non-editable calculated text box. For a manual payment, this is calculated and defaulted when the page is first opened, or on Save, or another Batch ID is selected. For a Payment Batch, this amount is calculated once the

batch is Saved. This field is never editable by the user.

Database Field: ERPx_MFTransactionBatch.

CheckTotal

Pmt. DateDraft

Identifies the date the payments will post to the General Ledger, the data that will be printed on the checks, and the date assigned to the ACH recordtotal amount of all Draft payments included on this payment batch. This is a text box that is required. It defaults to the current date. The payment date entered must reside within an open fiscal period, else the message "This Fiscal Period is not open." will be displayed when user attempts to Print Payments. For payments processed from a Settlement/Payment Batch page this field is disabled and for Quick Payments this field is editable prior to posting the batchnon-editable calculated text box. For a manual payment, this is calculated and defaulted when the page is first opened, or on Save, or another Batch ID is selected. For a Payment Batch, this amount is calculated once the batch is Saved. This field is never editable by the user.

Database Field: ERPx_MFTransactionBatch.BatchDateDraftTotal

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Def - StatusPmt. Date

Identifies the date the payments will post to the General Ledger, the data that will be printed on the checks, and the date assigned to the ACH record. This is a text box that is required. It defaults to the current date. The payment date entered must reside within an open fiscal period, else the message "This Fiscal Period is not open." will be displayed when user attempts to Print Payments. For payments processed from a Payment Batch page this field is disabled and for Quick Payments this field is editable while in New Status. 

Database Field: ERPx_MFTransactionBatch.BatchDate

Status

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 This is a single-select standard lookup that defaults as 'New' and is required. This is always editable while the transaction is in a Status of 'New' or 'Approved'.

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(lightbulb) Saving the Payment batch as Approved (or greater) will automatically assign any Payment #'s that have not already been assigned. 

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Once the batch is posted, the Posted Balance and Net Balance for the

Vendor's account(s) will be updated. When posting a Payment Batch, the payment will automatically be applied to the included transactions on the

payment batch. Posting a Quick Payment will not result in any applications. 

Note: If the payment pays the Posted Balance in full, the

Vendor's

Balance line item will no longer appear

WireIdentifies the total amount of

unless the 'Hide Vendors where all balances are 0.00' filter is set to "No".

Wire

Identifies the total amount of all Wire payments included on this payment batch. This is a non-editable calculated text box. For a manual payment, this is calculated and defaulted when the page is first opened, or on Save, or another Batch ID is selected. For a Payment Batch, this amount is calculated once the check/ACH has been printed. This field is never editable by the user.

Database Field: ERPx_MFTransactionBatch.WireTotal

Batch Status

Identifies the Status of the Batch. This is a non-editable text box that defaults as 'New' and is required. This is never editable by the user.

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Page Detail

Payment Grid

The Process Checks Payments grid allows users to view or manage the details of all ACH/check payments being written as part of a payment batch or quick payment. From this grid, users are also able to update Address and Payee information and separate a single payment into multiple payments.

Add Item - RV Grid Add Item - RV Grid AccountMax Amount Account . If the field contains a negative amount, the Checks on Save. If the field contains a zero dollar amount, the associated row will be removed until batch is printed If until batch is printed. Else, "Check" will be defaulted and the field Payment Type is set to "ACH", changing the to one not set up with ACH will change the Payment Type to "Check" and disable to Payment Type fieldACH Field: TransactionTypeSK
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FieldsDescription
Checkbox

Used to select one or more records.

Address

Displays the full Address of the Vendor's payment address. This is a non-editable textbox that defaults to [Address1] _[Address2]_[Address3]_[City]_[State]_[Zip] of the corresponding Address ID selected for the Vendor's payment address.

Database Fields:  ERPx_MFCheckbookTransaction.Address1, ERPx_MFCheckbookTransaction.Address2, ERPx_MFCheckbookTransaction.Address3, ERPx_MFCheckbookTransaction.City, 

ERPx_MFCheckbookTransaction.State, ERPx_MFCheckbookTransaction.Zip

Address 1

Displays the Address 1 line of the Vendor's payment address. This is a text box that is not required. It defaults from the 'Address 1' field saved for the selected Address ID. If entered, this must be <= 75 characters. This field is editable while the payment batch is in a status of 'New' and a Payment # has not been assigned.

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Database Field: ERPx_MFCheckbookTransaction.Address1

Address 2

Displays the Address 2 line of the Vendor's payment  address. This is a text box that is not required. It defaults from the 'Address 2' field saved for the selected Address ID. If entered, this must be <= 75 characters. This field is editable while the payment batch is in a status of 'New' and a Payment # has not been assigned.

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Database Field: ERPx_MFCheckbookTransaction.Address2

Address 3

Displays the Address 3 line of the Vendor's payment address. This is a text box that is not required. It defaults from the 'Address 3' field saved for the selected Address ID. If entered, this must be <= 75 characters. This field is editable while the payment batch is in a status of 'New' and a Payment # has not been assigned.

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Database Field: ERPx_MFCheckbookTransaction.Address3

Address ID

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This is a single-select lookup that allows users to specify the Address ID to which to make the payment. It is required and defaults from to the Address ID setup as the "Default - Payment" on the selected Account Vendor record. If the Account is changed, this field will default to blank. Once an Address ID is selected, the corresponding Address fields will default. If the Payment Type is set to "ACH"a Vendor has multiple addresses setup, changing the Address ID to one not set up with ACH will change the Payment Type to "Check" and disable to Payment Type field. This a different value will automatically update the 'Payment Type' for that Address ID (if it is different to the existing value).  This field is editable while the payment batch is in a Status of 'New' and a Payment # has not been assigned.

The lookup contains the current assigned value, "None", and a list of all the 'Active' Vendor Addresses associated with the Account.

Database Fields: ERPx_APVendorAddress.AddressID, ERPx_MFCheckbookTransaction.EntityAddressSK

Amount

Identifies the amount to be paid to the associated

Vendor. This is a numeric text box that is required. For a Quick Payment, this amount defaults from the Payment value entered on the Vendor Balances list view. For a Payment Batch, this amount defaults from the '

Amt. to Pay' total for the associated

Vendor on the Build Payment Batch page.

If changed, the new amount will override the defaulted amount when the batch is saved. Negative and zero dollar amounts are not permitted

else the message "

Payments must be greater than zero." will be displayed

on Save. For a Quick Payment, this field is editable

while the payment

is in New status and a Payment # is not assigned. For a Payment Batch, this field is never editable.

Database Field: ERPx_MFCheckbookTransaction.Amount

City

Displays the City associated with the Vendor's payment address. This is a text box that is not required. It defaults from the 'City' field saved for the selected Address ID. If entered, this must be <= 35 characters. This field is editable while the payment batch is in a status of 'New' and a Payment # has not been assigned.

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Database Field: ERPx_MFCheckbookTransaction.City

Description

Displays a description of the payment. This is a text box that is not required. It defaults to blank, but if entered, this must be <= 250 characters. This field is editable while the payment batch is in a status of 'New' and a Payment # has not been assigned.

Database Field: ERPx_MFCheckbookTransaction.Description

PayeeDisplays the individual to whom the check will be written out. This is a text box that is not required. This field defaults from the 'Payment Name' field associated with the Account's Address ID and must be <= 150 characters. This field is editable while the payment batch is in a status of 'New' and a Payment # has not been assigned.

Database Field: ERPx_MFCheckbookTransaction.PayeeName

Payment #

Displays the Check, ACH, Draft or Wire number for the payment. This is a numeric textbox that defaults to blank and is required to post the payment batch. This field defaults to blank and is auto-generated when the batch is saved as Approved or Ready To Post, or a value may be entered manually. If entered manually, no duplicates are allowed for the checkbook, else the message "Duplicate Payment #'s are not allowed, please enter a new Payment #." will be displayed on Save.  This field is editable while in a status of 'New' until a Payment # has been assigned then it is disabled. 

Database Field: ERPx_MFCheckbookTransaction.TransactionID

Payment # Override

Identifies if the Payment # assigned to the line item has been manually assigned or not.  This is a non-editable textbox that defaults to blank and is not required.  If a Payment # is manually entered this field will display 'Yes', if the Payment # has been automatically assigned this field will be blank. 

Database Field: ERPx_MFTransactionBatch.IsPaymentNumberOverride

Payment Type

Identifies the method of how an Account will get paid. This is a single-select standard lookup that is required.

It defaults from the 'Default Payment Type' field saved for the Address ID. If ACH has been set up on the Vendor ACH list view for the Address ID, then this field is editable

while the payment

is in New status and a Payment # has not been assigned, else, it will always be disabled. If the

Address ID

is changed to a different value and that address has a different Payment Type setup, this field will update to the corresponding payment type for that Address ID. 

The lookup contains the values "ACH", "Check", "Draft" and "

Wire".

Database

Fields: ERPx_MFModuleTransaction.TransactionName, ERPx_MFCheckbookTransaction.

PaymentTypeSK

State

Displays the State associated with the Vendor's payment address. This is a text box that is not required. It defaults from the 'State' field saved for the selected Address ID. If entered, this must be <= 30 characters. This field is editable while the payment batch is in a status of 'New' and a Payment # has not been assigned.

Database Field: ERPx_MFCheckbookTransaction.State

Vendor 

Identifies the Vendor associated with the payment. This is a non-editable textbox that is required. It defaults the 'Vendor Name' + '(Vendor ID)' fields for the specific Account associated with the payment. 

Database Fields: ERPx_APVendor.VendorName, ERPx_APVendor.VendorID

Vendor Name

Identifies the name of the Vendor associated with the payment.  This is a single-select lookup that is required. It defaults the 'Vendor Name' for the specific Account associated with the payment. This is editable prior to Save for a new line that is added via the 'Add Item' button, else it is disabled. 

The lookup contains the current assigned value and a list of all the 'Active' Vendors.

Database Field: ERPx_APVendor.VendorName

Zip

Displays the Zip Code associated with the Vendor's payment address. This is a text box that is not required. It defaults from the 'Zip' field saved for the selected Address ID. If entered, this must be <= 15 characters. This field is editable while the payment batch is in a status of 'New' and a Payment # has not been assigned.

Database Field: ERPx_MFCheckbookTransaction.Zip


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