The manual function is used for selecting specific invoices for payment or partially paying an invoice. For mass selection of invoices, refer to document K (Select Invoices for Payment).
Note: Before starting this module, you should check to see if there is an unfrozen batch in the Payment Batches. To get an overview and check all available invoices, you may also go to Accounts Payable > Inquiries > Invoices Inquiries. Displayed here will be all Invoices that have been previously created and have a balance.
Select the Invoice(s) for Payment
This step will select the full amount in the Invoice to be paid. Go to Accounts Payable > Payments > Select/Deselect Invoices (Manual) to select individual invoices for payment. Displayed here will be all Invoices that have been previously created and have a balance. Find the Invoice here. It will appear with a status of Approved.
Figure 1: Invoice Selection
To select invoice to be paid, select the checkbox to the left of the vendor, select Pay Invoices in bottom drop down menu and Click the action arrow to proceed.
Figure 2: Select and Pay Invoice
The status will change from Approved to Selected for Payment.
Figure 3: Paid Invoice
Freeze the Payment Batch
Go to Accounts Payable > Payments > Payments Batches and Find your check batch and Click on the check box to the left of the batch number and select Freeze Payment Batches from bottom function list and then Click on the action arrow.
Figure 4: Batch Selection
The status of batch will change to Frozen (hit refresh if status does not change immediately)
Note: The fiscal period of payment batch must be the same month as the payment date. If not, unfreeze the batch and click on the hyperlink batch number to change the fiscal month of the batch.
Figure 5: Freeze Payment Batch
After batch is frozen, hyperlink into the batch and check if EFT’s and/or Checks are present. Follow the steps accordingly for the types of payment in the batch.
Note: If both EFTs and Checks are present you will need to follow the process for both before batch can be posted. Below is an example where both will be processed separately. In the batch one transaction is a check, and the second is an EFT.
Figure 6: Which process to follow next
