Scheduled Payables |
Post Invoice Checks See Also Printing Invoice Checks How to PDF document #227 Invoice Checks
The invoice candidates meeting the selection criteria will be listed on the display in the view mode. Each line item contains Due Date, Payer, Payee, Amount and a Skip checkbox. They are displayed in Payer sequence and printed in Payee sequence.
Each line item on the screen represents a payable item. The payables that are not skipped will be consolidated onto checks based on the rules in the vendor profile, the banks used by the payers, and the state of the separate check field at the time the invoice was posted. Payables for one time payees always print on a separate check.
The line items can be reviewed in three modes. The mode is controlled by the Edit box
Clicking anywhere on the line item will allow you to edit the payment amount and will display details about the transaction. The details are protected fields. If you change an amount or skip one that could be paid, you can recalculate the running balances of each owner by clicking the Calculate button.
A check may be skipped because it will draw the owner’s balance below his Base Reserve as established in the Owner Profile, or because it will draw his balance below the Minimum Base Reserve as established in Setup, Processing Defaults.
If you wish to skip the payable altogether, mark the Skip checkbox. The payable will not be posted and will appear in the Skipped Payables folder and on the report as skipped. Skipped payables will not be deleted from unpaid payables and will continue to come up as candidates the next time scheduled payables are compiled.
There are fields at the top of the compile screen that show information about the compiled invoices. Selected Payables – the total amount of the unskipped payables and the count Selected Discounts – the discount total for the selected payables and the count Loaded Payables – the total amount of all loaded payables and the count Available Credit Memos – the total amount of the available credit memos and the count. To see the credit memos click on the Invoice History button on the left and then on the Credit Memo tab.
Several folders are available to view subsets of the compiled invoice checks.
When you have completed your review you can print a report which will list those candidates to be paid and those being skipped. When you are satisfied with the payment list, click the Post button. A window with the post date will display - make changes if necessary and click OK. The line items selected will post to the appropriate ledgers. The next window will ask if you want to print the checks now or later. If you specify Now you will be prompted to verify the date and starting check number to use.
Calculate Button Clicking the Calculate button will take into account any changes you have made in the amount being paid on an invoice as well as any invoices you have skipped or unskipped. Check Stub Details The check stub details depend on the number of line items on the check. Every line item posts as a separate payable which can be individually skipped or partially paid off when compiled in Scheduled Checks, Invoice Checks.
Up to 10 entries (lines) will be listed separately on the check stub. If the invoices contain fewer than ten line items they will all be listed. If there are more than 10, the first line will have the invoice number and description of the first line item and say "and X more items" Single invoice - fewer than 11 line items - 1 check - all listed Single invoice - more than 10 line items - 1 check – first listed, plus X other items
Multiple invoices can be included on a single check. You can limit the number of invoices that will be included on a check in the Vendor Profile using the Check Limit field. Up to 10 invoices will be listed separately on the check stub. If there are more than that, the following rules apply. Multiple invoices - fewer than 11 line items - 1 check - all line items listed Multiple invoices - more than 10 line items - 1 check: 1st line on stub - 1st line item from 1st invoice plus 3 other items 2nd line on stub - 1st line item from 2nd invoice plus 6 other items Multiple invoices – more than 10 invoices – check limit field blank it will put 10 invoices on each check – if there are any line items on those invoices the line will show the first line item and say "plus X more" Multiple invoices – more than 10 invoices – check limit field set at more than 10 It will list the first 9 invoices and then say "plus X more totaling $XXX"
Invoice the invoice number assigned when the invoice was entered Bill Code the bill code of the line item which determines the account code that is going to be affected. In most cases the bill code points to an account code with an account type of Expense. Available the balance for the ledger (owner, property, management group) that the check is being written from Reserve the base reserve amount set in the Owner Profile. Checks that will draw the owner balance below this amount will be marked skipped. Skipped candidates can be unskipped if the balance isn’t drawn below the minimum. Minimum The owner’s base reserve if Enforce Base is checked in the profile or the Minimum Base Reserve established in Setup, Processing Defaults. Checks that will draw the owner balance below this amount will be marked Skip and cannot be unskipped. Unit the unit being affected by the transaction. If blank the transaction is not unit specific. Owed the total amount owed for that line item on the invoice Discount the discount amount based on information entered on the invoice Discount Ends when the discount ends based on information entered on the invoice Priority the priority of the bill code as established in Setup or as specified when the invoice was entered Before Check the balance in the owner’s account prior to posting this line item After Check the balance in the owner’s account after posting this line item Separate If this checkbox is marked, this check will not be consolidated with other invoices to the same vendor onto a single check
The check folders can help decide which payables to pay and which to skip. You can see which ones the system is going to skip and take the necessary steps to obtain the funds to pay the item. All Payables Displays all payable candidates meeting the selection criteria. Selected Payables All payable candidates that could be posted based on the processing procedures. After any editing, this list contains the candidates you have chosen to post. Selected Payables Below Minimum These are invoice line items that will draw the owner balance below the Base Reserve as specified in the Owner Profile.
Note: Only if the Enforce Base is not checked can you change a line item that the system marks as skipped to one that will be paid. Missed Discounts Those payable candidates who missed getting a discount because the Last Date for getting the discount has passed. Skipped Payables All payable candidates marked Skip. |
above the vertical scroll bar. Clicking the box will toggle the line items from view, to one line edit, to every line edit.