Modules»Accounts Payable»Task 25 - Voucher  Payment Pre…
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Last modified on 12/17/2015 1:29 PM by User.

Task 25 - Voucher  Payment Preparation

When vouchers are posted unpaid, Task 25 Voucher payment preparation allows vouchers to be selected for payment with a company check & EFT (Electronic Funds Transfer).  Vouchers can be paid with a 3rd party vendor payment (Credit card payment).  See document Credit Card  / 3rd Party Vendor

NOTE: After posting a payment it is recommended to follow the daily balancing procedures.  See document A/P Daily Balancing.

 

CHECK PRINTER ASSINGMENT TABLE:

The A/P Printer assignment table determines where checks and separate remittance will print.  This table is located in:

Accounts Payable (Module 3)

  • System management functions (Task 32)
    • Modify application tables (Sub-task 17)
      • Printer assignments (2) Contact us for further explanation regarding this table.  Here is an example of a printer assignment table.

 

 

PRINT2,PRINT3             Line 1 is default / single assignment setting

;                         and/or assignments by user done below as exceptions.

;                         Only #3 Immediate check printer can be "ASKME "

; Printer table for A/P

; @ID:   No fdm     Printer assignments for A/P checks

; KEY:   TERMINAL NAME; Alphanumeric, Maximum of 6 characters

; TEXT:  PRINTER ASSIGNMENTS, Alphanumeric, Maximum of 35 characters

;        #1 - Positions 01 to 06  =  Separate remittance and/or checks

;        #2 - Positions 08 to 13  =  "Alternate" check printer

;        #3 - Positions 15 to 20  =  Immediate check printer (blank-use others)

;

;            #1     #2      #3

;TERM02" , "PRINT2,PRINT4,PRINT6"

;TERM10" , "PRINT8,PRINT4,PRINT6 "

 

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Note: All selected vouchers will be paid with the same payment method.  You need to select separate batches for each payment method. Select all the vouchers to be paid by company check, finish the printing & posting of the payments. Select all the vouchers to be paid by EFT, finish the posting of the EFT payments.  Select all the vouchers to be paid by 3rd party vendor pay-Credit card vendor, finish the posting.

 

 

SELECT THE VOUCHERS:

  • Accounts Payable (Module 3)
    • Voucher Payment Preparation (Task 25)
      • Select Vouchers to be Paid (Sub-task 1)

There are four ways to select vouchers for payment.

First Method - (one vendor at a time, one voucher at a time)

  • Type in the vendor #.
  • Type in a voucher # number.
  • Each voucher # entered will appear on the screen.
  • The system prompts: "Bypass Voucher?" N/Y
    • N for NO, if this voucher will be selected for payment (default is N, press Enter to accept N)
    • Y for YES, if this voucher will not be selected for payment.
  • The system prompts: "Forfeit discount? N/Y
    • N for No (default is N), the discount will be taken (no matter when the discount cut-off date was).
    • Y for YES, the discount will not be taken.

 

Second method - (one vendor at a time, all vouchers due through a specified cut-off date for the vendor - vouchers are scrolled through)

  • Type in the vendor #.
  • When the cursor is on voucher #, press Enter, and "ALL" will appear.
  • Enter Voucher due cut-off date: to select the vouchers for this vendor that are due up until the specified date.
  • Each voucher will be scrolled through that has a due date on or before the cut-off date entered.
  • In between each voucher, the system prompts:
    • "Bypass This Voucher?" N/Y; (see 1st Method for explanation);
    • "Forfeit discount?" N/Y, (see 1st Method for explanation);
    • "Terminate Voucher Search? N/Y"

This method is good to use when there are many vouchers to pay for one vendor, but all the discounts won't be taken.

This method is also good to use when there are many vouchers to pay for one vendor, but you do not want to pay one of the vouchers due in the middle of the selected vouchers.

 

Third Method - (one vendor at a time, all vouchers due through a specified cut-off date for the vendor - no scrolling, no options that are available in 2nd method)

  • Type in the vendor #.
  • When the cursor is at voucher #, TYPE in the word "ALL".
  • Enter Voucher due cut-off date: to select the vouchers for this vendor that are due up until the specified date.
    • This will automatically select all vouchers for this vendor, that are due on or before the cut-off date. The vouchers will NOT be scrolled through.
    • This method will automatically take all the discounts.
  • When the selection process is finished, a prompt will appear on the screen: "All vouchers available for selection processed. Press Enter to continue."

 

Fourth Method - (all vendors, and all vouchers due through a specified cut-off date - no scrolling, no options that are available in 2nd method)

  • When the cursor is at vendor #, press Enter. The word "All" will appear at vendor #.
  • The system then prompts: Please select vendor type (CR for ALL)? The vendor type table is on the screen.
    • The system then prompts: ALL vendors with a type code: ___
  • The system then prompts: "Do you really want all vendors? (YES/NO):"
  • Enter Voucher due cut-off date: to select the vouchers for all vendors that are due up until the specified date.
    • This will automatically select all vendors, all vouchers with a due cut-off date on or before the cut-off date. The vouchers will NOT be scrolled through.
    • This method will automatically take all the discounts.

Use this to pay all invoices for all vendors due until a certain cut-off date.

 

NOTE: The total vouchers selected for each vendor should never have a zero or negative balance. Cannot pay a zero or negative check.

After all the vouchers that will be paid are selected for payment, go into Subtask #3: Print Payment Edit List - see below for instructions.

 

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PRINT AN EDIT LIST:

  • Accounts Payable (Module 3)
    • Voucher Payment Preparation (Task 25)
      • Print Payment Edit List (Sub-task 3)

Check the payment edit list very carefully. Make sure the vouchers selected are everything that should be paid and nothing more.

If a voucher should NOT be paid, go to "Cancel Vouchers Selected Above" (Subtask 2) Unselect vouchers in the same manner that vouchers were selected (vendor #, voucher #)

After mistakes are corrected, reprint and check the edit list again.

If the checks are going to hand-written or typed (not printed through Profits Plus), use the Payment Edit List as a guide.

  • Write the checks in the same order the vendors appear on the payment edit list, so that the first vendor on the payment edit list is the first check written out, the second vendor on the payment edit list is for the second check written, and so on.
  • Make sure the amount on the check is the same as the "Net Payable" on the edit list.
  • In order to process the payment through Profits Plus, follow the instructions under Print The Checks below, except for the prompt:  Print Checks? Yes/No.  Be sure to answer NO.

If the checks are going to be printed through Profits Plus, then proceed to "Pay Selected Vouchers" (Sub-task 4) - see below for instructions.

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PRINT & POST THE CHECKS & EFT:

  • Accounts Payable (Module 3)
    • Voucher Payment Preparation (Task 1)
      • Pay Selected Vouchers (Sub-task 4).

Please enter the payment method for the selected vouchers.  1, 2 or 3.  

 

            ------------------------  

                Payment Methods

            ------------------------

1.  Company check

2.  EFT

3. 3rd party vendor

------------------------

Note: All selected vouchers will be paid with the same payment method.  You need to select separate batches for each payment method. Select all the vouchers to be paid by company check, finish the printing & posting of the payments. Select all the vouchers to be paid by EFT, finish the posting of the EFT payments.  Select all the vouchers to be paid by 3rd party vendor pay-Credit card vendor, finish the posting.

ADDITIONAL NOTE:  If using multiple check accounts, after selecting the Pay method of 1 Company checks or 2 EFT the system will ask for the checking account #.  See document Paying Vouchers from Multiple Checking Account

  • When pay method 2 EFT is selected the system will prompt:
    • Check date: _______ Type in the date or press Enter to default to today’s date.
      • Instead of check # the system will mark the vouchers with a payment #8 for all EFT payments. 
  • ​When pay method 1 Company check is selected the system will prompt:
    • Starting check #: Type in the first check # that will be used.
    • Check date: Type in the date or press Enter to default to today’s date.
    • Print checks?(YES/NO):
      • Answer YES to print the checks.  
      • Answer NO if the checks were hand written or manually typed. Skip to section that begins **Printer Screen will the appear…., below.

    • Use alternate printer for checks?(YES/NO):

      • YES = alternate printer of PRINT4, Accounting check printer

      • NO = default printer of PRINT2, Accounting laser printer

  • As soon as this question is answered, if a separate remittance is to be printed for a vendor, the system will prompt:

    • Ready to print separate remittance advice on “Accounting laser printer”

    • Put plain paper in printer (PRINT2) then CR TO CONTINUE

  • Next the system will prompt:

    • Ready to print checks on “Accounting Check printer”

    • Load check forms in printer (PRINT4) then CR TO CONTINUE

      • The printers listed when printing checks and separate remittance advice are determined by the printer assignment table in the beginning of this document.

      • The Printer selection screen will be on the screen for the check register.  It is important to print or save the check register.  This should be added to the A/P daily balancing spreadsheet.

    • Have check forms been removed from printer? (YES/NO):

      • Answer NO, and nothing will happen, the question will remain on the screen.

      • Answer YES, the check register will automatically be printed.

    • Payment of vouchers OK? (YES/NO):

      • Answer YES, and the paying of the vouchers is complete.

        • The check # and check date will be posted to the Voucher History (Task 19).

        • The check will be posted to the check file. (Check Account - Task 20)

        • The check # will be posted, and the status will be changed from unpaid to paid in the A/P Open Items File. (Task 21)

      • Answer NO, and the payment of the vouchers will be rejected. You would "reject" because:

        • The checks jammed in the printer. (If the checks jammed in the printer, be sure to enter the voided checks into the check file).

        • A voucher was selected that should not have been selected.

          • The system gives the message that the voucher history, check file, and the A/P open items file were successfully restored.

          • Always let the restore process finish. It should not take very long.

          • After the restore is finished, the vouchers are available to be selected for payment again.

NOTE: a check register will print even when you answer NO.  We suggest you keep the check register and write “Rejected” on it

 

EFT:

When EFT (Electronic Funds Transfer) pay method 2 is selected:

  • Instead of a check # the voucher is marked with a #8 as the check #.
  • A Transaction #8 EFT is added to the Check account file (Task 20) instead of a check #.

NOTE:  If using multiple check accounts, after selecting the Pay method of 1 Company checks or 2 EFT the system will ask for the checking account #.  See document Paying Vouchers from Multiple Checking Accounts

 

IMPORTANT MESSAGES:

After the starting check # and the check date are entered into the computer, this message might appear on the screen: "Recheck payments, 1 negative/zero check(s), payment canceled. CR to continue."

  • After CR (Enter) was pressed, it will reject the payment, and restore the Master Files. The vouchers will still be selected for payment.
  • The message means that the total of the vouchers selected for a vendor equal zero or a negative amount.
  • The # of negative/zero check(s) is shown, indicating how many need to be looked for.
  • Print an edit list. Look at the "net payable" for each vendor. Look for a zero or negative amount.

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When bills are paid on the computer, the computer prints, on the check stub, the voucher #, invoice #, invoice date, invoice amount, discount amount, and amount paid. This may be customized for your company.

Because of all the information that the computer prints on the check stub, only one voucher can print per line. The standard check stub is 7 1/2 X 8 1/2 inches (this is the one recommended by us). On that size check stub, only 28 vouchers may be printed. So, if 30 vouchers are paid to one vendor, the computer will pay the first 28 vouchers on one check and the last 2 on another check. Alternatively, all the vouchers can print on separate remittance. To allow for this option:

  • Go to the Vendor Master File (Task 17), Change Existing Vendor File (Sub-task 2), and bring up that vendor.
  • Go to line #26 Sep. Remit: Answer Y for YES, for a separate remittance to print for this vendor.
  • The computer will physically print on the check stub, "See separate remittance advice". The remittance advice will be printed on another sheet of paper. Only one check will be printed, no matter how many vouchers are being paid to the vendor.

G/L effect:

When a payment is posted and the A/P to G/L Interface is printed, obtained and posted into the G/L module the debit and credit will be to A/P and the Checking account.  For example a payment is posted for $1,000.00:

315-00-01 A/P Trade Debit $1,000.00

            102-00-01 PNC Checking Acct Credit $1,000.00