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• Check Amount: This field allows users to enter an amount for payment. Quick checks can be written by entering an amount to this field and clicking Process Checks from the toolbar.
• Net Balance: Displays the current net balance including unposted transactions.
• On Hold: Displays the total dollar amount of Invoices/Credit Memos that are on hold. 
• Pending Checks: This field displays Yes, if the vendor currently has any pending checks that have not been printed yet.
• Posted Balance: Displays the current balance of all posted transactions.
• Unapplied Credits: Displays the total dollar amount of credits that have not been applied towards invoices.
• Unapplied Payments: Displays the total dollar amount of payments that have not been applied towards invoices.
• Unpaid Invoices: Displays the total invoice amount that has no payment applications.
• Unposted Transactions: Displays the total dollar amount of transactions that have not been posted yet (status New or Approved).
• Vendor: Displays the name of the vendor.

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Users can view Vendor transaction history details by clicking 'View' from the header toolbar which opens a dropdown menu with the options 'Transactions', 'Payment Applications' or 'Invoice Applications' to display Transaction and Application inquiries.  Transaction inquiries and Payment Applications and Invoice Application inquiries can be opened by selecting a Vendor and clicking the menu item.

Step 2: Entering vendor payments.

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Users can also build check batches using ‘Build Check Batch’ feature. When check batches are build, the payment amounts built with Invoices, Credit Memos and Checks, the Credit Memos and Checks assigned to the batch are automatically applied towards the selected invoices. This the Invoices assigned to the batch. A new check is created for the remaining balance and this check is also automatically applied towards the invoices when the check is printed and approved. This feature can be accessed from the Vendor Balances list view. When the ‘Build Check Batch’ toolbar is clicked, a blank check batch record is opened. The ‘BatchID’ defaults to (Build New Batch), but previously created check batches can be opened by selecting the batch name from the ‘BatchID’ menu. A user can have several check batches simultaneously and the check batches are named with the user name and a number.

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• Due Date As Of: Allows users to define the due date. Any invoices with the defined due date and due date before the defined date are added to the batch.
• Discount Date As Of: Allows users to define the discount date. Any invoices with the defined discount date and discount date before the defined date are added to the batch.
• Doc No: Allows users to define a specific document number.
• Vendor: This multi-select combo box allows users to select one or more vendors.
• Vendor Class: This multi-select combo box allows users to select one or more vendor classes.

Note: The filtering criteria fields are not required, but a check batch can contain max 250 invoices.

Besides the filtering criteria, users can also define the following details:

• Checkbook: Checkbook that is used to create checks for the batch. Defaults to the checkbook defined in ‘Default Vendor Checkbook ID’ Purchasing Preference.
• Apply Date: This is the Check Batch date and the application date. This field defaults to the current date, but can be edited.
• One Check Per: This field allows users to define, if vendors with multiple invoices should receive one check to cover all invoices (value set to Vendor) or each invoice should have a matching check (value set to Document).
• Apply Expired Discounts: This field allows users to select, if expired discounts should be applied (Yes) or not (No). Any non-expired discounts are applied by default, but the discount amounts can be manually edited.

The header section also displays the ‘Batch Total’ and ‘# Checks’ amounts. These fields are for informational use only and they are never editable. The ‘Batch Total’ displays the total dollar amount of checks in the batch. The ‘# Checks’ field displays the total number of checks in the batch. These values are updated when the Save grid toolbar is clicked.

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• Include Transactions: Allows users to specify which Transaction types to include in the check batch:
  • Invoices Only – displays the Invoices available for payment to include in the check batch
  • Invoices & Credit Memos – displays the Invoices available for payment and any Credit Memos for the Vendor/s, which are deducted from the Max Amount to Pay
  • Invoices & Checks – displays the Invoices available for payment and any Checks that have been printed for the Vendor/s, which are deducted from the Max Amount to Pay
  • Invoices, Credit Memos, and Checks – displays the Invoices available for payment and any Credit Memos and Checks for the Vendor/s, which are deducted from the Max Amount to Pay
• Vendor: This text box allows users to enter a Vendor name to filter by.
• Vendor Class: This multi-select combo box allows users to select one or more vendor classes.

Note: ‘Include Transactions’ is a required field.

Besides the filtering criteria, users can also define the following details:

• Checkbook: Checkbook that is used to create checks for the batch. Defaults to the checkbook defined in ‘Default Vendor Checkbook ID’ Purchasing Preference.
• Apply Date: This is the Check Batch date and the application date. This field defaults to the current date, but can be edited.
• One Check Per: This field allows users to define, if vendors with multiple invoices should receive one check to cover all invoices (value set to Vendor) or each invoice should have a matching check (value set to Document). Note: When the value is set to Document, the Include Transactions field will default to Invoice Only and cannot be edited.
• Apply Expired Discounts: This field allows users to select, if expired discounts should be applied (Yes) or not (No). Any non-expired discounts are applied by default, but the discount amounts can be manually edited.

When the appropriate values have been entered/selected in the header section, click ‘Build Batch’ toolbar icon to create the check batch. This will populate the grid section of the record with the invoices that meet the criteria selected and replaces the ‘Build Batch’ toolbar icon with ‘Append to Batch’ toolbar icon. The grid section displays the following data:

• Checkbox: Unchecking the checkbox next to the vendor name, zeroes the ‘Terms Discount Taken’ and ‘Amount to Pay’ amounts.  Checking the check box fills both fields with the maximum amounts.
• Vendor Name: Displays the vendor name and vendor ID assigned to the invoice.
• Transaction Type: Displays the type of transaction.  The values displayed include “Invoice”, “Credit Memo”, and “Payment”. Credit Memo and Payment transaction types will be displayed in red.
• Transaction: Displays the transaction ID. This is a hyperlink, which opens the corresponding transaction record.
• Doc No: Displays the document number. This value is pulled from the transaction record.
• Orig.Trans.Amt: Displays the original transaction amount. This value is pulled from the transaction record.
• Doc Date: Displays the document date. This value is pulled from the transaction record.
• Due Date: Displays the due date of the transaction. This is calculated from the payment terms.
• Discount Date: Displays the last day of the discount period. This is calculated from the payment terms.Orig.Terms.Discount Amt. : Displays the original discount amount.
• Orig.Terms.Discount Amt. Not Taken : Displays the original discount amount that has not been used yet.
• Terms Discount Taken: This field allows users to enter the discount amount that will be used. The value defaults to the full available discount amount when

a) The discount is not expired.

b) The discount is expired and the ‘Apply Expired Discounts’ is set to Yes.

The value defaults to 0 if the discount is expired and the ‘Apply Expired Discounts’ is set to No. This field is editable and a user can change the amount or remove the amount by changing the amount to 0. 

• Max Amount to Pay: This field displays the amount that is left from the invoice after taken discounts and previous payment applications (if any).
• Amount to Pay: This field allows users to enter the amount that will be paid towards the invoice. The field defaults to the ‘Max Amount to Pay’ amount, but the field is editable. The amount cannot be greater than the ‘Max Amount to Pay’. In case a greater amount needs to be paid to the vendor, use the Quick Check featureAmt. Not Taken: Displays the discount amount that has not been used yet.
• Open Amt.: Displays the amount due on the invoice for payment. Credit Memo’s and Checks will be displayed in red and subtracted from the invoice amount.
• Terms Discount Taken: This field allows users to enter the discount amount that will be used. The value defaults to the full available discount amount when

a) The discount is not expired.

b) The discount is expired and the ‘Apply Expired Discounts’ is set to Yes.

The value defaults to 0 if the discount is expired and the ‘Apply Expired Discounts’ is set to No. This field is editable and a user can change the amount or remove the amount by changing the amount to 0. 

• Max Amount to Pay: This field displays the amount that is left from the invoice after taken discounts and previous payment applications (if any).

New invoices can be added to the check batch by redefining the search criteria and clicking ‘Append to Batch’ toolbar icon. This will add the new invoices meeting the defined criteria to the grid.  

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Note: Invoices that are assigned to active non-posted check batches, cannot be voided and payables documents cannot be applied to these invoices.

Note: If there are two open check batches created, the same Check # is assigned and users must manually change it.

Step 3: Printing checks.

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Note: Purchasing preference ‘Days back that applications can be unapplied’ limits the time applications can be unapplied. If a user tries to unapply applications further back than the preference allows, an error message ‘The selected applications was applied further back than the allowed Days Back That Applications Can be Voided’ is displayed for the user.

See also Voiding Transactions.