This process is used for selecting multiple invoices for payment based on criteria such as analysis sets, customers, or jobs. The manual selection for payment process would be used for selecting individual 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 of the 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, the status should read as unpaid.
Selecting Multiple Invoices for Payment
Go to Accounts Payable > Payments > Select/Deselect Invoices (Batch). This automatically selects for payment (or deselects) outstanding transactions for one or more suppliers, depending on the selection criteria by the user. Here, in the Main Screen, filter by dates, etc.
Figure 1: Batch Selection
The user is also able to select the Invoice Batch by Supplier and by Job. Once the selection criteria is chosen, click Next. If using Sectors two more tabs will show up.
Figure 2: Batch Selection Options
Freeze the Payment Batch
Go to Accounts Payable > Payments > Payment Batches. The selection process will have pulled all payments fitting the selection criteria. If desired, view all invoices by clicking the hyperlink. If everything is fine, select the payment batch and click the Freeze Payment Batches action button.
Figure 3: Freeze Batch
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 4: Frozen 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 5: Which process to follow next
