Payment Generation

The Accounts Payable System allows you to generate payments and print checks to pay items previously enter into the system. These instructions are designed to aid in the generation of these paymenst and the printing the the checks.

Getting checks printed for vendor payments is basically a two step process of generating the payments and then printing the checks. However, there are multiple ways to do each step. The reason for having a two step process is to allow the review of the payments before the checks are actually printed. During the review, complete payments may be cancelled, items may be removed from the payment and other unpaid vendor items may be added to the payment.

Record Type	Descriptoin
Payment Set	This record defines a group of payments in terms of date and total value. It allows you to work with the payments as a group. This record is automatically created anytime a payment is created.
Payment	This record defines a payment in terms of vendor, date, check number, amount, and etc. There is one or more payments within a Payment Set. If a payment record is not already available, this record is automatically whenver a Payable item is paid or its discount taken.
Payment Distribution	This record defines the detail of Payments in terms of G/L account and amount. There can be two types of records created. One for the net payment amount being credited (removed) against the checking account and one for the prompt payment discount when one is taken. Each Payment distribution is associated not only with the payment but also with the item being paid.

Unposted Payment Sets are not reflected on agings or cash requirements reports but are immediately reflected on any inquiries and account balances as they are generated.

The

links will guide you through the basic steps of generating payments and printing checks. These links are not intended to show you all of the options and functions available but is intended to give you a quick introduction which should work under most circumstances. Use this Quick Start guide while you actually go through the process. Each Quick Start link will give you the information you need to accomplish the task. Click on the above Quick Start image to start the guide.

We suggest that you practice generating and printing checks (on plain paper) and explore the many options and functions in order to fully learn the features available to you. When you are finished with practice, you can unpost and delete your practice work.