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.
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| Fields | Description | ||||||||||||||||||||||||||||||||||||||||
| # 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 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.ACHTotal | ||||||||||||||||||||||||||||||||||||||||
| ACH Date | Identifies the date that is used to generate the ACH file. This is a date field that defaults to the 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 | ||||||||||||||||||||||||||||||||||||||||
| Batch ID |
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 |
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.
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 | ||||||||||||||||||||||||||||||||||||||||
| Draft | Identifies the total amount of all Draft 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 batch is Saved. This field is never editable by the user. Database Field: ERPx_MFTransactionBatch.DraftTotal | ||||||||||||||||||||||||||||||||||||||||
| Pmt. 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 |
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 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 batch is Saved. This field is never editable by the user. Database Field: ERPx_MFTransactionBatch.WireTotal |
Payment # must be assigned before any payments can be printed. Page Detail
Payment Grid
The Process Payments grid allows users to view or manage the details of all 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.
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| Fields | Description | ||||||||
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| 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.
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.
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.
Database Field: ERPx_MFCheckbookTransaction.Address3 | ||||||||
| Address ID |
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.
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 | ||||||||
| Payee | Displays 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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