Build Payment Batch Record View
A Payment Batch is a process used to gather posted payable transactions, that have not been fully settled, and select/un-select transactions to be paid/applied resulting in a summarized list of Vendor Payments. The purpose of this page is to create, update and process Vendor payment batches. Users will be able to search for unapplied or partially applied invoice, credit memo and check payment transactions to include on the payment batch. Payment batches, when posted, automatically apply payable transactions and receivable transactions towards each other to settle vendor balances.
This record view also contains columns for each Attribute that is set up for the 'Vendors' attribute type. Because these are user defined, they are not included in the default view but can be added a saved layout. Vendor attributes are not included in the help documentation.
Software Version: 2022.03.18 and newer
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| Toolbar Icons | Description |
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| Append to Batch | Updates the grid section with new transactions that match the filter criteria. This icon is only displayed after the initial batch is created to allow users to redefine search criteria and add additional transactions to the batch.
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| Build Batch | Builds a payment batch based on filter criteria selected / entered. This icon is only displayed when a new batch is being created, and is replaced with "Append to Batch" after the initial payment batch is created. |
| Delete | Deletes the transaction or master file record. When clicked, users will be prompted with: "Are you sure you want to delete this record?". Click "OK" to confirm, or "Cancel" to return without deleting. WARNING: Records cannot be recovered once they are deleted! |
| Grid Layout | Opens the Saved Grid Layout menu that allows the user to select another saved layout, create a new layout, save changes to a layout, or assign a saved layout as the default for the page. Once changes are made to a grid, such as columns are added or removed, the user can click the Saved Grid Layout icon and save the changes to the grid layout and name the new layout. The new layout can also be set as the default, instead of the System View. This is useful for creating specific views to separate master files or transaction types (i.e. Invoice specific vs. Credit Memo specific).
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| Help | Opens the online WIKI help page for the current page.
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| Print Reports | Opens the Print dialog, showing any applicable printable reports to be printed, downloaded, and/or emailed. |
| Process Payments | Opens Process Payments Record View for Vendors, where users can create, print and post check and ACH payments from the payment batch. |
| Fields | Description |
| Apply Date | Identifies the date the payment will be applied, formatted from the users 'Date Format' preference. This is a date picker that defaults to the current date. It is required and if missing, will default to current date on Save. This date will automatically populate the 'Payment Date' field on the Process Payments Record View. This field is editable prior to clicking the Build Batch button. After a payment batch is saved, this field is disabled. Database Field: EERPx_MFTransactionBatch.BatchDate |
| Apply Expired Discounts | Determines if expired discounts should be applied or not. Any non-expired discounts are applied by default, but the discount amounts can be manually edited. This is a Yes/No lookup that is required. It defaults as "No" and is always editable. Database Field: EERPx_MFTransactionBatch.ApplyExpiredDiscounts |
| Batch ID | Displays the name of the batch. This is a single-select standard lookup that allows users to navigate between active batches. The field defaults to (Build New Batch) when the Build Payment Batch Record View is opened. Once the Build Batch button is clicked, this field defaults to the username, formatted as [User First Name] + [User Last Name] + [Previous Batch Number + 1]. Selecting a Batch ID from the lookup will reload the page with the associated fields and transactions grid. This is a system assigned value and is never editable by a user. A user may have several check batches simultaneously. Database Field: ERPx_MFTransactionBatch.BatchID |
| Checkbook | Identifies the Checkbook assigned to the transaction. This is a single-select standard lookup that allows users to select the checkbook that will be used to make the payments. This is required and defaults from the 'Default Vendor Checkbook ID' field on the Vendor Preferences page. This is editable prior to clicking the Build Batch button. After a payment batch is saved, this field is disabled. Checkbooks represent individual bank accounts (checking, savings, petty cash) that have funds deposited into, or payments made out of, that are reconciled to a bank statement. They are used in the Financial, Fisherman Accounting, Grower Accounting, Purchasing, and Sales Functional Areas to support receiving payments from customers, making payments, deposits, and other bank transactions. The lookup contains a list of all the 'Active' Checkbooks. Database Fields: ERPx_MFCheckbook.CheckbookDescription, ERPx_MFTransactionBatch.CheckbookSK |
| Discount Date as of | Identifies the Discount Date to use to filter transactions for the payment batch, formatted from the users 'Date Format' preference. Invoices and Credit Memos with a Discount Date on or before the defined 'Discount Date as of' field are added to the payment batch. This is a date picker that is not required to return results. This field defaults as blank and is always editable. The Discount Date represents the last date that Payment Term Discounts apply.
Database Field: ERPx_MFTransactionBatch.DiscountDateAsOf |
| Doc No | Identifies the document number of a transaction to be included in a payment batch. This is a text box that is not required to return results. If entered, it must be <= 150 characters. It defaults as blank and is always editable. Database Field: ERPx_MFTransactionBatch.InvoiceNumber |
| Due Date as of | Identifies the Due Date to use to filter transactions for the payment batch, formatted from the users 'Date Format' preference. Invoices and Credit Memos with a Due Date on or before the defined 'Due Date as of' field are added to the payment batch. This is a date picker that is not required to return results. This field defaults as blank and is always editable. The Due Date represents the date the transaction must be paid by.
Database Field: ERPx_MFTransactionBatch.DueDateAsOf |
| Include Transactions | Identifies the types of transactions to be included in the payment batch. This is a single-select standard lookup that is required to return results. This defaults as blank. If missing, the message "Include Transactions is required." will be displayed when the Build Batch button is clicked. This field is always editable. This lookup contains the values in the APBuildCheckInclude Enumeration Class. Database Field: ERPx_MFTransactionBatch.APBuildCheckIncludeEN |
| One Payment Per | Identifies whether payments should be applied per Document or per Vendor. One payment can be applied towards several invoices simultaneously and also several payment transactions can be used towards one invoice. This is a single-select standard lookup that is required to return results. It defaults as "Vendor" and is editable prior to clicking the Build Batch button. Updating the value to "Document" will automatically update the 'Include Transactions' field to be "Invoices Only". After a payment batch is saved, this field is disabled. This lookup contains the values in the MFOneCheckPer Enumeration Class. Database Field: ERPx_MFTransactionBatch.MFOneCheckPerEN |
| Transaction Class | Identifies the transaction class(es) to be included in the payment batch. This is a multi-select lookup that is not required to return results. It defaults with no Transaction Classes selected and is always editable. Transaction Classes are used to categorize transactions within transaction types and assign specific default values and business rules for each. This lookup contains a list of all active Transaction Classes where the TransactionTypeSK is either
Database Field: ERPx_MFTransactionBatch.TransactionClassSKCSV |
| Vendor | Used to enter a Vendor Name or Vendor ID to filter transactions for the payment batch. This is a text box that is not required to return results. It defaults as blank and is always editable. A Vendor is a company or person that sells goods or services to your company. They are used in Purchasing and on Brokerage Sales Programs. Database Field: ERPx_MFTransactionBatch.VendorSKCSV |
| Vendor Class | Used to select a Vendor Class to filter transactions for the payment batch. This is a multi-select lookup that is not required to return results. It defaults as blank and is always editable. The lookup contains a list of all the 'Active' Vendor Classes. Vendor Classes are used to identify default values that will be applied to new Vendor accounts and to group Vendor accounts together for reporting purposes. Database Fields: ERPx_MFTransactionBatch.VendorClassCSV |
Page Detail
Transactions Grid
The purpose of this grid is to display and manage the individual transactions associated with the payment batch. Transactions that Credit the Accounts Payable Account will be displayed as positive and in black font. Transactions that Debit the Accounts Payable Account will be displayed as negative and in red font, as they will be subtracted from the payment amount. Transactions that are removed will be displayed in blue font. The default grid layout for this grid is grouped by Vendor Name. The group heading displays as "Vendor Name: [VendorName] + ([VendorID])".
| Toolbar Icons | Description |
| Edit Amounts | Clicking the Edit Amounts toolbar icon opens a dialog box that allows users to edit the Discount Amount to Take (if applicable) and Max Amount to Pay. The 'Discount Amount to Take' field defaults from the 'Terms Discount Taken' column. This field is disabled if the Payment Terms of the transaction do not allow for discounts. The 'Amount' field defaults from the 'Max Amount to Pay' column. The 'Amount' entered in the dialog box cannot be greater than the 'Open Amt.' field. If so, the message "The Amount cannot be greater than is left on the transaction." will be displayed on Save & Close. Additionally, the 'Discount Amount to Take' entered in the dialog box cannot be greater than the 'Original Terms Discount Amt.' field. If so, the message "Cannot set a Discount Amount to Take greater than is left on the transaction" will be displayed on Save & Close.
Database Fields: ERPx_MFTransactionBatchTransaction.DiscountToConsume, ERPx_MFTransactionBatchTransaction.AmountToConsume |
| Excel | Exports the contents of the grid to an Excel file that will automatically download. The contents that export are those that are visible to the user. Therefore, if the user has filtered the view only the filtered contents will be exported. |
| Included Transactions | This button displays the following options: “Include Filtered” and “Include Selected”. This allows users to add previously removed transactions back to the payment batch by selecting/filtering the transactions in the grid and clicking “Include Transactions” and choosing either “Include Filtered” or Include Selected”.
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| Remove Transactions | This button displays the following options: “Remove Filtered” and “Remove Selected”. If filter criteria have been entered in the grid, and “Remove Filtered” is clicked, the filtered transactions will be removed from the payment batch. If the check box next to the transaction is checked and the “Remove Selected” is clicked, those transactions checked will be removed from the settlement batch.
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| Fields | Description |
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| Checkbox | Used to select one or more records to perform an action, such as Mass Update, More Actions, or Delete. |
| Doc Date | Identifies the date of the transaction. This is a non-editable text box, formatted from the users 'Date Format' preference, that is required. For Invoice and Credit Memo transactions, this defaults from the 'Doc Date' field on the 'Home' tab of the Invoice Record View. For Payment transactions, this defaults from the date the payment was created. This field is for information only and never editable. Database Fields: ERPx_APTransactionHeader.TransactionDate (Invoice/Credit Memo), ERPx_MFCheckbookTransaction.CreatedDate (Payment) |
| Doc No | Identifies the Doc No (document number) for the transaction. Unlike a Transaction ID that is system assigned based on the Transaction Class of the Transaction Type, this is a manually entered value. This is a non-editable text box that is required. For Invoice and Credit Memo transactions, this defaults from the 'Doc No' field on the 'Home' tab of the associated transaction. For Payment transactions, this defaults from the 'Payment Number' field in the Payment grid of the Process Payments Record View. This field is for information only and never editable. Database Fields: ERPx_APTransactionHeader.DocNumber (Invoice/Credit Memo), ERPx_MFCheckbookTransaction.TransactionID (Payment) |
| Discount Date | Identifies the Discount Date of the transaction. This is a non-editable text box, formatted from the users 'Date Format' preference, that is not required. This field is only displayed if the Payment Terms of the transaction allows for discounts. It defaults from the 'Discount Date' field on the 'Properties' tab of the Invoice Record View. This field is for information only and never editable. The Discount Date represents the last date that Payment Term Discounts apply. Database Field: ERPx_APTransactionHeader.DiscountDate |
| Due Date | Identifies the Due Date of the transaction. This is a non-editable text box, formatted from the users 'Date Format' preference, that is sometimes required. This field is only required on Invoice and Credit Memo transactions. It defaults from the 'Due Date' field on the 'Properties' tab of the Invoice Record View. This field is for information only and never editable. The Due Date represents the date the transaction must be paid by. Database Field: ERPx_APTransactionHeader.DueDate |
| Max Amount to Pay | Identifies the maximum amount to be paid for the document. This is a non-editable text box that is required. This field is calculated as [Open Amount] - [Terms Discount Taken] - [Previous Payment Applications]. This field can be edited by clicking the 'Edit Amounts' icon in the grid header and entering a amount in the 'Amount' field on the Edit Amounts dialog box. This field is always editable from the Edit Amounts dialog box.
Database Field: ERPx_MFTransactionBatchTransaction.AmountToConsume |
| Open Amt. | Displays the amount due for payment on the transaction. This is a non-editable text box that is required. It is calculated as [Orig. Trans. Amt] - previous applications. This field is for information only and never editable. This field is not stored in the database.
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| Orig. Trans. Amt. | Displays the total amount of the transaction. This is a non-editable text box that is required. For Invoice and Credit Memo transactions, this defaults from the 'Amount' field on the 'Home' tab of the Invoice Record View. For Payment transactions, this comes from the 'Amount' field for the specific check or ACH payment on the Process Payments Record View. This field is for information only and never editable.
Database Fields: ERPx_APTransactionHeader.ExtendedAmount (Invoice/Credit Memo), ERPx_MFCheckbookTransaction.Amount (Payment) |
| Orig. Terms Discount Amt. | Displays the original discount amount. This is a non-editable text box that is not required. It is calculated based on the Payment Terms associated with the transaction by using the [Percent of Discount] x [Amount] if the Payment Terms of the transaction allows for discounts. This field is for information only and never editable. It is not stored in the database. |
| Terms Discount Amt. Not Taken | Displays the discount amount that has not been used yet. This is a non-editable text box that is not required. It is calculated as [Orig. Terms Discount Amt.] - [Terms Discount Taken] if the Payment Terms of the transaction allows for discounts. Else, it will default as "0.00". This field will be automatically updated if the 'Terms Discount Taken' field is updated. This field is for information only and never editable. It is not stored in the database. |
| Terms Discount Taken | Identifies the amount of discount applied to the transaction. This is a non-editable text box that is not required. It defaults from the 'Orig. Terms Discount Amt.' field when:
This defaults to "0.00" if the discount is expired and the ‘Apply Expired Discounts’ is set to No. It also defaults to "0.00" when the Payment Terms of the transaction do not allow for discounts. This field is only editable on the Edit Amounts dialog box if the Payment Terms of the transaction allows for discounts. Database Field: ERPx_MFTransactionBatchTransaction.DiscountToConsume |
| Transaction | Identifies the unique Transaction ID for each transaction. Clicking on this link opens the transaction record view for the selected record. For Invoice and Credit Memo transactions, this is a system assigned number that comes from the associated Transaction Class and is required. For Payment transactions, this is a system assigned number that comes from the 'Next Check #' field for the associated Checkbook on the Checkbooks List View and is required. This field is never editable. Transaction numbers are system assigned IDs to differentiate unique transactions. Transaction ID's are unique by the unique combination of 'Transaction Type' + 'Transaction Class'. Database Fields: ERPx_APTransactionHeader.TransactionID (Invoice/Credit Memo), ERPx_MFCheckbookTransaction.TransactionID (Payment) |
| Transaction Class | The unique identifier of the Transaction Class. This is a non-editable text box that is required for Invoice and Credit Memo transactions. It defaults from the 'Transaction Class' field on the 'Properties' tab of the Invoice Record View. This field is for information only and never editable. Transaction Classes are used to categorize transactions within transaction types and assign specific default values and business rules for each. Database Fields: APTransactionClass.TransactionClassDescription, ERPx_APTransactionHeader.TransactionClassSK |
| Transaction Type | Identifies the Transaction Type for each transaction. This is a non-editable text box that is required. This defaults from the Transaction Type selected when creating a new transaction. This field is for information only and never editable. Transaction Types are used to differentiate unique types transactions within the system. Transactions with the same Transaction Type share the same record view pages and business rules. Transaction Types can be further classified using Transaction Classes. Every transaction in the system is assigned a Transaction Type. Database Fields: ERPx_APTransactionType.TransactionName, ERPx_APTransactionClass.TransactionTypeSK, ERPx_APTransactionHeader.TransactionClassSK (Invoice/Credit Memo), ERPx_MFCheckbookTransaction.TransactionTypeSK (Payment) |
| Vendor Name | Identifies the Vendor assigned to the transaction. It is displayed as VendorName (VendorID). This is a non-editable text box that is required. For Invoice and Credit Memo transactions, it defaults from the 'Vendor' field on the 'Home' tab of the Invoice Record View. For Payment transactions, this defaults from the 'Account' field on the Payments grid of the Process Payments Record View. This field is for information only and never editable. A Vendor is a company or person that sells goods or services to your company. They are used in Purchasing and on Brokerage Sales Programs. Database Fields: ERPx_APVendor.VendorName (ERPx_APVendor.VendorID), ERPx_APTransactionHeader.VendorSK (Invoice/Credit Memo), ERPx_MFCheckbookTransaction.EntitySK (Payment) |