Accounts Payable - Vendor Payments

Overview

The Vendor Payments screens can be used to perform the following tasks:  

• Record payments already made to vendors
• Apply payments to outstanding invoices (and potentially other unapplied vendor payments) or charge them directly to transaction accounts
• Edit unposted vendor payments (including those created via the Bulk Vendor Payment Creation process)
• Print checks for vendor payments with a Payment Method having a Payment Type of “System Check”
• Apply previously unapplied vendor payment balances to vendor invoices
• Recognize payment discounts on vendor invoice payments
• View the details of previously posted vendor payments

This screen gives the user the ability to create payments that relate to previously entered vendor invoices and to directly enter the transaction distribution of a payment without needing to go through the process of entering a separate Vendor Invoice document.

After posting a Vendor Payment, the document can be voided which reverses out the effects of the vendor payments on vendor invoices (and potentially other vendor payments).  This has the effect of reinstating the vendor invoice (and potentially other vendor payments) as available for inclusion on another payment.

Vendor Payments can have one of the following statuses:  INUSE, SUBMITTED or POSTED.

Roles

This screen is available to users having any of the following roles: Administrator, AP User, AP Viewer, or AP Poster.  

• Users having the AP User role are authorized to create, edit, view and submit Vendor Payments (limited by Organization Access restrictions).
• Users having the AP Poster role are authorization to post and void Vendor Payments (limited by Organization Access restrictions).  Vendor Payments can be posted directly from the Vendor Payments List for those entries having a status of SUBMITTED, or individual Vendor Payments can be posted directly from the Vendor Payment screen using the Post/Next button.   Only Administrators and AP Posters can initiate the Check Generation process.
• Users having the AP Viewer role are authorized to view Vendor Payments (limited by Organization Access restrictions).

License

This screen is available with the Project Financials family of Unanet licenses.

Topics covered on this help page include:

• Search                   (to refine the list of Vendor Payments)

• List                         (to view, edit, delete, void or post Vendor Payments)

• Add                         (to add Vendor Payments)

• Edit                        

• • Summary                         (to edit Vendor Payment summary information)

  • Paid Documents            (to edit Vendor Payment paid documents)

  • Details                              (to edit Vendor Payment details)

  • Attachments                    (to add attachments to a Vendor Payment)

• View                                                (to see a view only copy of a Vendor Payment)

• Post                                                 (to post Vendor Payments)

• Void                                                 (to void Vendor Payments)

• Closed Fiscal Year                      (adjusting entries when posting/voiding to a closed fiscal year)

• Apply                                               (to Apply previously unapplied balances to a Vendor Payment)

• Check Generation Process       (to create and print Vendor Payment checks & check continuation reports)

• Process Printed Checks            (to indicate the success of check printing and finalize the process)

• Supported Check Format           (information about the supported check stock - QuickBooks compatible DLT104 format)

You may also be interested in:

• Bulk Vendor Payment Creation

• Import Vendor Payment

• Export Vendor Payment

• Vendor Invoices

• Create Vendor Invoices from Expense Reports

• Check Print History

• Financial Documents Stored Procedures

• FAQ - Why on an AP Vendor Payment are the SUBMIT and the POST buttons grayed out? Why can't I Post? (search for this topic in the Knowledge Center)

• Quick Topic - Steps for Processing Payments via ACH (search for this topic in the Knowledge Center)

• AP Admin Guide - Unapplied Payments - Accounts Payable (search for this topic in the Knowledge Center)

Search

Using the Vendor Payment Search screen, you can refine the list of Vendor Payments with which you have interest, by supplying search criteria and clicking on the List tab.  The default selection criteria is configured to return all INUSE Vendor Payments for the current month.  You will notice that not all of the criteria on this screen is initially displayed, that is, you will need to click on the Check Printing Options or Additional Criteria links to further expand available criteria controls.   

This screen can be used to generate a list of Vendor Payments for two general purposes:

Creating, Editing, Viewing, Voiding, Applying Payments and Posting - Vendor Payments

The selection criteria in the upper portion of the screen along with the Additional Criteria options in the lower portion of the screen can be used to narrow down the list of Vendor Payments that you would like to further operate on or view.  

Initiating a Vendor Payment Check Generation Process

When expanding the Check Printing Options, and checking the Print Checks check box, the resulting items will only include those items that are eligible to be included in a check generation process.  This includes vendor payments with the same bank account and document date as the Bank Account and Check Date specified in the Check Printing Options criteria, respectively, with a Check Printing Status of ‘Not Printed’.  Other Search criteria specified are also applied to the selection.

When doing this, you will notice that the Bank Account filter in the upper portion of the screen becomes disabled.  The fields in this section of the Search screen are not intended to be used as filtering criteria, but rather must be supplied as input to the Check Printing process.  Required fields include Bank Account, Check Date and First Check Number.  The process of generating and printing the Vendor Payments will include the creation of the associated posting entries.

Field Descriptions (click on a link below for additional information):

List

The entries included in the resulting List screen will depend on whether or not you have selected the Print Checks option on the search tab.

When the Print Checks option is not checked, the resulting output will contain any items matching the supplied search criteria.  For those items in the SUBMITTED status, a leading check box is available which can be used to initiate a bulk Post action directly from this screen by clicking the Post button.   A number of additional icons are available to facilitate a variety of activities.

For details about the resulting List when the Print Checks option is checked, see Check Generation Process described below.

Drill Down Note: You can click on the value in the Balance column to view the Vendor Payment Balance Details popup report.

Note that entries associated with Vendor Organizations that do not have a specified Remit To Organization Address will be flagged in this listing.

Field Descriptions (click on a link below for additional information):

Vendor Payment - Balance Details Popup

The Vendor Payment - Balance Details Popup report will resemble the following:

Add Vendor Payment

Clicking on the link (available on the Vendor Payment - Search/List screens), will present you with the Vendor Payment - Summary screen where you will supply the summary information for a Vendor Payment.  Subsequent to providing the summary level information, you will likely want to navigate to the Paid Documents and/or Details options, to indicate to which Vendor Invoices a payment is addressing (via Paid Documents screen) and/or directly enter transactions where no Vendor Invoice was received (via Detail screen).  

On this Summary screen, you will enter information regarding the Vendor to which you are issuing a payment, the bank account from which the payment will be made, the payment amount, whether a system check will be issued, the document and post dates, any comments you'd like to associate with the entry and more.

Field Descriptions (click on a link below for additional information):

Edit Vendor Payment - Summary

The Edit Vendor Payment screen (which you can get to by navigating to the Summary left menu option after clicking the pencil icon from the Vendor Payment list screen), is nearly identical to the Vendor Payment Add screen.  On this screen you can modify most fields with the exception of Legal Entity (which can no longer be modified once any Paid Document or Detail line items have been added to this Vendor Payment).  This screen also displays the Vendor Payment Document # assigned to this Vendor Payment.

The Summary menu option will become unavailable once the Vendor Payment reaches the POSTED status.

Field Descriptions (click on a link below for additional information):

Edit Vendor Payment - Paid Documents

This screen will display a list of previously included and potentially includable documents (ie posted Vendor Invoices and/or other posted Vendor Payments) which may be associated with the current Vendor Payment.  From this list you can choose which Vendor Invoices this payment will cover and/or which other Vendor Payments (having an unapplied amount) this Vendor Payment will address.

You can navigate to the Paid Documents screen via the left menu option (once editing a Vendor Payment) or directly by clicking the edit pencil icon from the Vendor Payment list screen.

The Paid Documents menu option will become unavailable once the Vendor Payment reaches the POSTED status.  

Header

The information in the 'header' section of the screen will recap the information provided on the document Summary.  

Note the values in the Current Vendor Balances area will not change as information is entered in this screen until such time that a Save occurs.  

Paid Documents Grid

To indicate that a particular Vendor Invoice or Vendor Payment is to be included in this Vendor Payment document, you must click on the check box in the leading column of a desired row (or the check box at the top of that column which will toggle all rows on and off).  Once you have checked the leading check box, the Payment and Discount fields will become enabled for entry (see field descriptions below for additional details as to when a field may or may not be enabled).  You can choose to use the default suggested Payment and Discount amounts, or provide alternate values.  As values are entered, the column totals and Remaining values will be dynamically updated, as will the Balance in the left side of the Header.

This grid may include two types of entries, VI (Vendor Invoices) and/or VP (other Vendor Payments).  These documents will be displayed as follows:

• Documents that have been previously included (and saved) in this Vendor Payment will be listed first, and they reflect the actual payment and discount amounts specified when originally included.
• Documents that are potentially includable reflect suggested payment and discount amounts relative to the document's current balance and end date of the fiscal period into which it is being posted.

Potentially Includable documents are:

1. • Vendor Invoices and Vendor Payments having the same vendor and legal entity
   • Posted documents having a Post Date less than or equal to this Vendor Payment's Fiscal Period End Date
   • Documents having a non-zero balance
   • Not the original Vendor Payment document (if we are applying a previously unapplied balance for that Vendor Payment)
   • Documents that are currently "included" on some other "unposted" Vendor Payment

Order
Within the previously included and potentially includable entries, documents will be sorted in the following order:

1. • Positive balance vendor invoices,
   • Positive balance vendor payments,
   • Negative balance vendor invoices,
   • Negative balance vendor payments.

Within these groupings, documents are additionally ordered by Reference and then Vendor Invoice/Payment Date.

Submit/Post Validations

A few noteworthy validations that occur at the time of submittal or posting, include:

• The sum of Payment and Discount cannot exceed the Balance on any given Paid Documents row.
• The sum of the amounts applied in the Paid Documents and Details grids are not:
• • greater than a positive Summary --- Payment Amount
  • less than a negative Summary --- Payment Amount

• Vendor Payments can be submitted and posted without having any Paid Documents or Details grid entries.

For a more complete listing of validations, see the Post button description.

Field Descriptions (click on a link below for additional information):

Buttons (click on a link below for additional information):

Edit Vendor Payment - Details

This screen is available to enter the detail line items making up a Vendor Payment (which you can get to by navigating to the Details left menu option after clicking the pencil icon from the Vendor Payment list screen).  The entries on this screen represent transactions where no vendor invoice has been entered into Unanet and the accounting distribution must be entered along with the payment.  This may be the case, for example, when a manual check had been written, or could be used to enter credit card payments.

The Detail menu option will become unavailable once the Vendor Payment reaches the POSTED status.  

Header

The information in the 'header' section of the screen will recap the information provided on the document Summary.

Note the values in the Current Vendor Balances area will not change as information is entered in this screen until such time that a Save occurs.  

Details Grid

This section of the Vendor Payment Details screen is where you will be entering the individual line items that make up the Vendor Payment.

For those Accounts that have been designated as requiring Project information (configured on the Admin >> Setup >> Accounts screen with the Require Project indicator checked), you can also provide additional 'reference' information (such as the project, task, project type, expense type, and possibly person).

Vendor Payments can be submitted and posted without having any Paid Documents or Details grid entries.

Field Descriptions (click on a link below for additional information):

Buttons (click on a link below for additional information):

Vendor Payment Attachments

This screen is available to attach one or more documents to a Vendor Payment (which you can get to by navigating to the Attachments left menu option after clicking the pencil icon from the Vendor Payment list screen).

Users can add attachments regardless of the Vendor Payment status. Only Administrators can delete attachments when the Vendor Payment status is Posted.

Note: The Unanet Administrator may want to suggest guidelines with regards to what types of files may be acceptable to be used as Vendor Payment attachments, particularly in the case where any documents are being scanned and saved as a graphics file. Certain graphics file formats are known to result in much larger files sizes than others and you may want to consider suggesting a specific file type to help control the amount of data being stored in your database.  Generally speaking, jpg and gif files tend to be much smaller than tif and png file formats.

To assist with the management of allowable attachment types and size, the administrator can use the following three properties: Maximum Size Allowed for each attachment  (unanet.attachment.max_size), File Extensions that are Not Allowed  (unanet.attachment.invalid_file_extensions) and File Extensions that are allowed  (unanet.attachment.valid_file_extensions).

Using this screen, the user can add, remove or view an attachment.  The Save button will save the changes to the attachment screen and return the user to the Vendor Payment Details screen. Clicking on the paper clip icon will launch a new window and attempt to display the attachment (assuming your local PC knows what application to execute to view the specific file type).

Field Descriptions (click on a link below for additional information):

Where can attachments be seen?

The Vendor Payment >> List screen will contain a paperclip () icon to indicate attachments exist on a particular Vendor Payment.  Clicking on the icon will navigate the user to the Vendor Payment >> View screen with the Attachment section expanded.

When viewing a Vendor Payment that has attachments, the list of attachments will appear in an expandable table under the displayed Vendor Payment details as in the example below.  You can click on the paper clip icon () and view the attached document (assuming you have the necessary local software installed to view the particular file type).  This section will only appear if attachments exist.

View Vendor Payment

This screen is available to view a read-only version of the Vendor Payment document (which you can get to by navigating to the View left menu option after clicking the pencil icon from the Vendor Payment list screen or by clicking on the view icon on the Vendor Payment >> List).  

Once the Vendor Payment reaches the POSTED status, this will be the only available menu option.

An Edit button will appear at the bottom of this screen if all of the following conditions are met:

• The user viewing the Vendor Payment has access to this Vendor Payment's Legal Entity
• The status is anything other than Posted
• The Vendor Payment has yet to be included in a Check Generation Process

If the Vendor Payment had been in a status of SUBMITTED, then clicking on the Edit button will return the status to INUSE.

Post Vendor Payment

Roles

This screen is available to users having any of the following roles: Administrator or AP Poster.   Note that AP Posters are limited to posting Vendor Payments for the Legal Entities they have access to via Financial Organization Access.

Vendor Payments can be posted from two screens:

• Individual Vendor Payment Post -- When editing the Paid Documents or Details grid for a Vendor Payment, the current Vendor Payment can be posted by clicking the Post/Next button.  Vendor Payments in the INUSE or SUBMITTED status may be posted from this screen.
• Bulk Vendor Payment Post -- When listing one or many Vendor Payments on the Vendor Payment >> List screen, the user can check one or many Vendor Payments and click on the Post button to invoke a post for many Vendor Payments.  Only those Vendor Payments in the SUBMITTED status can be included in a bulk post.

The posting process includes the following (not necessarily generated in this order):

1. Create General Ledger Entries -- GL entries are only generated when posting to the General Ledger (ie Post to General Ledger (unanet.financials.post_to_gl) property enabled and the Post to General Ledger Effective Date (unanet.financials.post_to_gl.eff_date) <= document post date).
   Attributes for the general ledger entry will include (for the individual entries, those attributes that are different than the general entry will be noted):   

1. • Feature - VENDOR PAYMENT
   • Document Number - Current document's document number
   • Post Date - Current document's post date
   • Fiscal Month - Fiscal month containing post date of current document
   • Account - Described below
   • Organization - Described below
   • Project - Optional, relevant to Detail grid entries.
   • Description - Current document's description (exception - Detail entry uses detail documents description)
   • Transaction Date - Current document's document date (exception - Detail entry uses detail documents document date)
     

1. • Summary -- Create general ledger records for values from the Summary record.   
   • • Balance Amount
       Entry depends on whether this is an Application Document or a Regular Vendor Payment
     • • Application Document
       • • Application documents will not have their own Balance, that is, they are merely the next "installment" against the original Vendor Payment.
         • The GL amount to be recorded is the impact of this application on the remaining balance of the original Vendor Payment.
         • The amount recorded is calculated as the sum of the Paid Document Payment Amounts + Detail Amounts.
         • The Org and Account used will be taken from the Vendor Payment unapplied balance record.
         • A positive amount will be recorded as a Credit amount.
         • A negative amount will be recorded as a Debit amount.
       • Regular Vendor Payment
       • • The amount recorded is calculated as the difference between the Summary Payment Amount and the sum of the Paid Document Payment Amounts + Detail Amounts.
         • The Org and Account used will be taken from the Vendor Payment unapplied balance record.
         • A positive amount will be recorded as a Debit amount.
         • A negative amount will be recorded as a Credit amount.
     • Payment Amount entry
     • • The GL amount recorded will be the value of the Payment Amount field on the Summary record, and will be posted whether or not it is zero.
       • The Org and Account used will be taken from the Bank Account associated with the Vendor Payment document.
       • A positive amount will be recorded as a Credit amount.
       • A negative amount will be recorded as a Debit amount.
           
   • Paid Documents -- Create general ledger records for the non-zero rows in the Paid Documents grid.
   • • Vendor Invoice (CI) rows:
     • • Amount
       • • The GL amount recorded will be the sum of the Payment Amount and Discount Amounts.
         • The Org and Account used will be taken the AP Org and AP Account from the vendor invoice referenced in the Paid Document record.
         • A positive amount will be recorded as a Debit amount.
         • A negative amount will be recorded as a Credit amount.
       • Discount
       • • The GL amount recorded will be the value of the Discount amount.
         • The Org and Account used will be derived from the Posting Group values for the AP DISCOUNT TAKEN category based on the Legal Entity of the vendor payment document.
         • A positive amount will be recorded as a Credit amount.
         • A negative amount will be recorded as a Debit amount.
     • Vendor Payment (CP) rows:
     • • Amount
       • • The GL amount recorded will be the value of the Payment amount.
         • The Org and Account used will be taken from the Vendor Payment unapplied balance record that was created when this Paid Document Vendor Payment was originally posted and we detected that it had an unapplied balance (which we are now attempting to "use up").
         • A positive amount will be recorded as a Debit amount.
         • A negative amount will be recorded as a Credit amount.
            
   • Detail -- Create general ledger records for the non-zero rows in the Detail grid.
   • • The GL amount recorded will be the value of the Amount field.
     • The Org and Account used will be taken directly from the Detail record.
     • A positive amount will be recorded as a Debit amount.
     • A negative amount will be recorded as a Credit amount.
         

2. Create Unapplied Balance Entries - Unapplied balance entries are only generated when processing Vendor Payment Application Documents or regular Vendor Payments having a non-zero Balance amount.  These entries are used to allow the system to associate activity against Vendor payments that have or had outstanding balances.
   • Application Document
   • • The Org and Account used will be taken from the unapplied balance record that was created when the original Vendor Payment was posted.
   • Regular Vendor Payment
   • • The Org and Account used will be derived from the Posting Group values for the AP UNAPPLIED PAYMENT ACCOUNT category based on the Legal Entity of the vendor payment.
        
3. Create Project Expense Entries --  Project expense entries are only generated when the document has non-zero Detail rows that include project info.  For each of those rows, we will create project expense records (to be available for subsequent Billing Post & Invoicing activities).
   • The expense amount recorded will be based on the Detail's Amount as follows:
   • • A positive amount will be recorded as a positive expense amount.
     • A negative amount will be recorded as a negative expense amount.
     • Alternatively explained, the project expense entry is based on the associated GL entry calculated as debit - credit.
          

• Vendor Payment financial document validations for Summary level
  • Vendor must be valid for the Legal Entity
      
• Vendor Payment financial document validations for - Paid Document & Detail level
• • The sum of Payment and Discount cannot exceed the Balance on a Paid Documents row

• Additional Submit/Post time validations:
• • The sum of the amounts applied in the Paid Documents and Details grid are not:
  • • greater than a positive Summary --- Payment Amount
    • less than a negative Summary --- Payment Amount

Void Vendor Payment

Roles

This screen is available to users having any of the following roles: Administrator and AP Poster.  

Clicking on the Void icon () in the Vendor Payment List will allow you to void a POSTED Vendor Payment (generating a negating / voiding Vendor Payment, reversing GL and Project Expense entries, etc).   This action does not delete any entries nor will it recalculate any values, but rather creates a set of reversing entries based on the original transactions.  This is true even if attributes referenced in the original documents have subsequently been made inactive, the voided transaction will continue to use those attributes to reflect the reversing values.

The posting process includes the following:

1. Create a "Voiding" Vendor Payment -- Clone the document being voided.  The voiding document will be identical to the original document with the following differences:

1. • All amounts (i.e. Summary, Paid Document, and all Detail grid row amounts) are reversed (ie have opposite signs) on the clone.
   • Document Date will reflect the Void Date supplied on this screen (Detail line item dates will be the same as they were on the original document).
   • Description will reflect the value supplied on this screen.
   • Post Date and Fiscal Period will reflect the values supplied on this screen.
   • The Transaction Date for the reversing document's details should be the original line item date.
        

2. Create "Reversing" General Ledger Entries -- Reversing GL entries are only generated when posting to the General Ledger (ie Post to General Ledger (unanet.financials.post_to_gl) property enabled and the Post to General Ledger Effective Date (unanet.financials.post_to_gl.eff_date) <= document post date):
     
   • GL transactions will be generated regardless of whether the posting of the original document resulted in GL transactions.
     
   • Summary -- Create reversing general ledger records for values from the Summary record.   
   • • Balance Amount
       Entry depends on whether we are voiding an Application Document or a Regular Vendor Payment
     • • Application Document
       • • The amount recorded is the negated amount from the voided document (calculated as the sum of the Paid Document Payment Amounts + Detail Amounts).
         • The Org and Account used will be taken from the related unapplied balance record.
         • A positive amount will be recorded as a Credit amount.
         • A negative amount will be recorded as a Debit amount.
       • Regular Vendor Payment
       • • The amount recorded is the negated amount from the voided document "Balance" field (calculated as the difference between the Payment Amount and the sum of the Paid Document Payment Amounts + Detail Amounts).
         • The Org and Account used will be taken from the related unapplied balance record.
         • A positive amount will be recorded as a Debit amount.
         • A negative amount will be recorded as a Credit amount.
     • Payment Amount
     • • The amount recorded will be the negated value of the Payment Amount field from the voided document, and will be posted whether or not it is zero.
       • The Org and Account used will be taken from the GL transaction generated when the original document was posted.
       • A positive amount will be recorded as a Credit amount.
       • A negative amount will be recorded as a Debit amount.
           
   • Paid Documents -- Create reversing general ledger records for the non-zero rows in the Paid Documents grid.
   • • Vendor Invoice (VI) rows:
     • • Amount
       • • The GL amount recorded will be the sum of the Payment Amount and Discount Amounts negated.
         • The Org and Account used will be taken from the GL transaction generated when the original document was posted.
         • • If GL posting was not required at the time the original Vendor Payment was generated, the Org and Account used will be taken from the Vendor Invoice.
         • A positive amount will be recorded as a Debit amount.
         • A negative amount will be recorded as a Credit amount.
       • Discount
       • • The GL amount recorded will be the value of the Discount amount negated.
         • The Org and Account used will be taken from the corresponding Discount GL transaction generated when the original document was posted.
         • • If GL posting was not required at the time the original Vendor Payment was generated, the Org and Account used will be derived from the Posting Group values for the AP DISCOUNT TAKEN category based on the Legal Entity of the Vendor Payment document.
         • A positive amount will be recorded as a Credit amount.
         • A negative amount will be recorded as a Debit amount.
     • Vendor Payment (VP) rows:
     • • Amount
       • • The GL amount recorded will be the value of the Payment amount negated.
         • The Org and Account used will be taken from the corresponding unapplied balance record generated when the original document was posted.
         • • If GL posting was not required at the time the original Vendor Payment was generated, the Org and Account used will be taken from the Vendor Payment unapplied balance entry.
         • A positive amount will be recorded as a Debit amount.
         • A negative amount will be recorded as a Credit amount.
            
   • Detail -- Create reversing general ledger records for the non-zero rows in the Detail grid. 
   • • The GL amount recorded will be the negated value of the Amount field from the document being voided.
     • The Org and Account used will be taken from the GL transaction generated when the original document was posted.
     • A positive amount will be recorded as a Debit amount.
     • A negative amount will be recorded as a Credit amount.

3. Create Unapplied Balance Entries - Reversing Unapplied balance entries are only generated when voiding Vendor Payment Application Documents or Regular Vendor Payments having a non-zero Balance amount.
   • Whether the document being voided is an Application Document or a Regular Vendor Payment, the Org and Account used will be taken from the unapplied balance record that was created when the document being voided was posted.

4. Create "Reversing" Project Expense Entries -- Reversing project expense entries are only generated when the document being voided has non-zero Detail rows that include project info. The void process will create reversing project expense transactions that differ form the original transaction only in the sign of the amounts.
   
5. Void Associated Application Documents -- If the Vendor Payment being voided has Application Documents applied to it, each of those that have not already been voided will also be voided (ie each sent through the void process described above).

Validations

• Once you void a document, you cannot 'undo' the void.
• Only POSTED entries can be voided (ie INUSE and SUBMITTED items can be further modified, thus no need to void them).
• You can only void an 'original' document that has not previously been voided.  
• You cannot void a voiding document.
• Voiding a document will not void any of the included Paid Documents (Payments or Invoices) but simply void the relationship with the voided Vendor payment.  

To void a Vendor Payment, you will need to supply values for the following fields and click on the Void button.

Field Descriptions (click on a link below for additional information):

Closed Fiscal Years

Apply Previously Unapplied Balances

Posted Vendor Payments that have unapplied balances, will appear in the Vendor Payment list with the (Apply Previously Un-Applied Balance) icon.  This icon will only be available on posted vendor payments having a Balance not equal to zero.  This icon will only appear on original Vendor Payment documents, that is, you cannot create an application document on top of another application document.   

Clicking on this icon will create an "application document", which is another Vendor Payment document that can be used to designate how all or a portion of an unapplied balance should be handled. You will be placed on the Paid Documents screen in the newly created Vendor Payment.  This new document will have the following fields automatically populated with the values from the original document, and they are un-modifiable (ie read-only values):

• Legal Entity
• Bank Account
• Vendor
• Payment Amount
• Description
• Document Date
• Payment Method
• Check/Reference #
• Payee
• Orig Payment #

Check Generation Process

When the Print Checks option is checked on the Vendor Payments Search screen, the resulting output will contain only those Vendor Payment entries that are eligible for printing.  

The list will include Vendor Payments that:

• match all enabled selection criteria
• have a status of INUSE
• have a Check Printed status of  'not yet printed'
• have a positive, non-zero Payment Amount
• have a Payment Method that has a Payment Method Type of System Check
• have a Bank Account matching the supplied Check Printing Options criteria Bank Account
• have a Document Date matching the supplied Check Printing Options criteria Check Date

Further, the List screen will include a recap of the supplied Check Printing details at the top of the page, the available icons will be limited (view, edit and delete), and the only button option at the bottom of the screen will read "Generate Checks".   For details about the resulting List when the Print Checks option is not checked, see List description above.  

From this screen, the user can view, edit, delete, or initiate the check generation process for one or many Vendor Payment documents.  To initiate the check generation process, you must select the leading column check box for those Vendor Payments you desire to include in the check processing.  Once one or many check boxes have been selected, you can click the Generate Checks button.

A will appear on any rows where the Vendor Organization does not have a default Remit To address specified.  If you desire a Remit To address to appear on the check, you will want to address this issue prior to proceeding with the Check Generation process.

Generate Checks

The Generate Checks process will update the system with the check related details and provide a screen having two links for downloading two PDF formatted files.

1. Generated Checks -- the first file will contain one or many pages, one for each check (the number depends on how many Vendor Payment documents have been included in the process).

2. Check Continuation Report -- the second file will be empty unless at least one of the checks had more than 14 detail lines.  In cases where the check stub sections have more than 14 detail lines, the additional lines are included in the second file.

The screen that results from the Generate Checks button will resemble the following.  This screen includes details recapping the supplied Print Checks options (Bank Account, Check Date and First Check Number), along with Post Date, Fiscal Period and total check amount.

Note that the physical check image is generated at the time that the download PDF () is clicked (not when the Generate Checks button is clicked).  As such, changes made to underlying "reference" data (such as user address specifics) can be made up until the time this link is clicked.

Review and Print Checks & Continuation Report

From this screen, you will likely take the following steps:

• Click on the blue download PDF () to produce physical check file and launch a PDF viewer and review each of the generated documents.  
• Once reviewed, you can direct the output to a printer of your choice (making sure the pre-printed check stock has been properly loaded into your printer).  
• • Printing Tip:  Uncheck any "Fit to Page" option in the pdf viewer, allowing for the page to print at actual size.  The spacing of the output has been very specifically designed to fit with the Supported Check Format.
• Once printed, you will want to thoroughly review the checks.
• Once all checks reviewed you can click on the Process Printed Checks button.  This step will reveal additional controls allowing you to indicate the outcome of the check printing process (see next section for details).

Process Printed Checks

After clicking the Process Printed Checks button, or, after having clicked the check mark  () from the Check Print History screen, you will be presented with the Process Printed Checks options (revealed on the lower section of the same screen).  By default, no options are selected.  On this screen you will indicate whether all or some of the checks printed properly and either complete the check run or cancel checks you do not wish to keep.

On this screen you have two basic choices:  Complete Check Generation or Cancel Checks:

• Complete Check Generation

If any of the checks printed successfully and you would like to use them and finalize the printing process, you will need to select one of the 3 radio button options:

1. • All checks printed correctly
   • All checks printed incorrectly and must be voided
   • Some checks printed incorrectly and must be voided (where you will need to further specify individual check numbers or ranges of bad check numbers).

Clicking on the Complete Check Generation button will have the following effect:

1. • Checks that printed successfully will be updated as having been Posted.  

   • Checks that did not print successfully will be marked as voided and the original vendor payment documents will become available for another Check Generation process.

   • Depending on your own policy, you may want to save a copy of these files as they will not be accessible after having clicked on the Complete Check Generation button.

Example output from this step may resemble the following:

After finalizing and/or voiding the status of the checks, you will be presented with a Back button that will take you back to the Vendor Payment List screen.

• Cancel Checks

If none of the checks printed successfully or you would otherwise like to cancel the entire check print run, you can click on the Cancel Checks button which will have the following effect:

1. • This option will make it look as if the check print run never happened.

   • The Bank Accounts - Last Check Used value will be reset to one less than the first check number in this run (making the check numbers available for use again).  
     

Note that if there was another check print run that occurred prior to this check run being canceled, resetting the check numbers may require manual intervention to update the correct Bank Accounts last check used value.

1. • The Vendor Payments associated with this run will have the Check Print History association cleared, and thus will become available for another Check Generation Process.

   • The Check Print History entry associated with this run will be deleted.

After canceling the checks, you will be presented with a Back button that will take you back to the Vendor Payment List screen.

• If any unexpected issues arose prior to completing the check completion process (ie the browser closed) you may need to navigate to the Check Print History screen to continue with the Check Completion Process.

Supported Check Format

Unanet currently supports one check format: the QuickBooks compatible DLT104 format.  Each sheet contains the check (with pre-printed check number and other company specific address and bank account information), along with two stub sections.   These checks are intended to be used with a 91663 windowed envelope.   You cannot simply print checks on blank paper, but rather, you must secure your own check stock.

The Stub sections are identical and can support the printing of 14 lines of detail (i.e. the Invoice paid by the check).  If more than 14 line of detail are associated with the check, the additional lines will be included in the Continuation Report.  The totals included in the Stub sections reflect the total of all detail lines, not just those that appear on the Stub.