Process Payments Record View - AP
- Emma Greenwood
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: 2023.12.19 and newer
Page Header
| Toolbar Icons | Description |
| Delete |  Deletes the transaction, batch, 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! |
| Help |  Opens the online WIKI help page for the current page. |
| More Actions |
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| New |  Opens a new blank record for data entry. |
When clicked, all the Reports that launch from the Print Dialog that are assigned to this page, and that the user has rights to (if Report Data Access is enabled) are displayed.
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| Save |  Saves the changes made to the record. |
| Save & Close |  Saves your changes and closes the page. |
| 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 | Displays the name of the batch. This is a single-select standard lookup 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 |
| 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 | Identifies the Checkbook assigned to the transaction. 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. 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 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 | Identifies the Status of the transaction. 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'. Status is used to identify where a transaction, Purchase Order, Price List, BOM, or Master File record is in its life cycle. Records start in a Status of 'New' and progress sequentially through additional statuses until they are 'Posted' or 'Closed'. The list of potential Statuses changes depending on the transaction type.New: This is the default Status for all new Transactions. While in the Status of 'New' transactions are considered open and all editable fields are open for edit, no posting or approval validations are performed, GL Dates are not assigned, and journal entries are not created. If the transaction was moved back from Approved to New, the GL Date will be assigned and a Journal Entry will exist. Approved: Performs all the data validations required to post the transaction and applies to all Transactions. While in the Status of 'Approved' transactions are considered open but have limited fields open for edit. If one or more validations fail, messages are provided indicating what needs to be corrected. If all the validations pass, then all the fields are disabled except for the Status lookup (and any fields that are always editable), journal entries are created/updated, journal ID's are assigned to the journal entry, and blank 'GL Dates' are assigned.
Ready to Post: Runs the Approval validations and applies to all transactions. While in the Status of 'Ready to Post' transactions are considered closed and all the fields are disabled with the exception of a few fields that are always editable. If one or more validations fail, messages are provided indicating what needs to be corrected. If all the validations pass, then all the fields are disabled with the exception any fields that are always editable and updates the Transaction Status to "Posted". 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.
| Toolbar Icons | Description |
Add Item |  Inserts blank lines that allow adding multiple new records. |
| Column Filter Show/Hide |  Toggles between displaying and hiding a filter row in the grid under the column headers. The filter row will be displayed by default if the Quick Column Filter is also implemented in the page. When enabled, this will allow users to type in text to filter by a specific column. |
| 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, or excluded columns, only the contents in the grid will be exported. |
| Group By Show/Hide |  Toggles between displaying and hiding a row in the grid above the column headers to enable grouping by one or more column(s). Once displayed, users may drag and drop column headers to group by a specific column. Once the grid is grouped by a column(s), a subtotal footer row will display in the grouping for columns that have a page footer total. |
| Quick Column Filter |  Used to filter across all columns in the grid. When the user types text into the Quick Column Filter text box, the grid's Filter Row will be automatically hidden. The text in the Quick Column Filter text box automatically replaces any existing Filter Row filters. The results of the data immediately refresh as you enter text. |
| Remove Items |  Removes the selected line(s). When clicked, you are prompted with the message "Are you sure you want to delete n item(s)? Okay or Cancel". This cannot be done on transactions with a Status of 'Approved', Ready to Post', 'Posted', 'Closed', 'Void', or 'Replaced'. |
| Saved Layouts |  Displays the column layout lookup and related icons. This tool allows users to select a previously saved layout, create a new layout, save changes to a layout, forget/delete a layout and/or assign a saved layout as the default for the page. Once changes are made to the layout, such as columns are added or removed, the user can click the Save Layout icon and save the changes to the column layout. The visibility of the Filter Row is also saved with a saved layout. The new layout can also be set as the default. This is useful for creating specific views to separate master files or transaction types (i.e. Invoice specific vs. Credit Memo specific). Default layouts can be removed by clicking the 'Set as Default' button again when the current default layout is selected. Please note that existing saved grid layouts will display the Filter Row as hidden by default. |
| Fields | Description |
|---|---|
| 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. Address Line 1 typically contains the primary address information such as the street address. 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. Address Line 2 typically contains secondary address information (e.g. floor, suite or mail stop number) related to Address Line 1. 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. Address Line 3 is used for additional address information that could not be contained in Address Line 1 or 2. Database Field: ERPx_MFCheckbookTransaction.Address3 |
| Address ID | Identifies the ID of the Address for the associated Account. 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 to the Address ID setup as the "Default - Payment" on the selected Vendor record. Once an Address ID is selected, the corresponding Address fields will default. If a Vendor has multiple addresses setup, changing the Address ID to 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 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. The City identifies the value of 'City' in an address record. 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 |