Accounts Payable > Process Electronic Payments for Vendors

Prior to processing electronic payments, you must process prenotes for your vendors' bank accounts if any of the following conditions occur:

•You have not previously generated a prenote for the vendors’ or customers' bank accounts.

•You have changed the bank account number, account type, and/or routing number since the last time you performed prenotification.

To generate prenotes for vendors, perform the following steps:

1.Access the Generate Prenotes function from the Maintenance menu.

2.Enter in the Bank # field the bank code for which you want to generate prenotes. Alternatively, you may click the List box button to display a list of bank codes that are set up for electronic payments; then, click a bank code to select.

Note: The Bank # field only accepts a bank code for which the electronic payment feature is activated. To set up a bank code record for electronic payment, go to the bank code's Bank Account Maintenance record and be sure to mark the Electronic Payment checkbox in the Information page. You must also define the electronic payment settings in the E-Payment Settings page. For more details, access the Bank Account Maintenance section.

3.The grid in this function displays the vendor or customer record(s) set up for electronic payment that requires prenotification. Select in the grid the vendors or customers for which you want to generate prenotes for the bank code entered in the Bank # field. To select the records that you will process the prenotes, simply mark the checkbox that corresponds to the vendor or customer record; otherwise, unmark the checkbox to deselect the record. Alternatively, you may check or uncheck the All checkbox in the grid's header to automatically mark or unmark the checkboxes for all the records displayed on the grid.

4.Click the Generate button in the function toolbar to generate a prenote file containing the bank's account numbers, routing numbers, and other related bank account data entered in the vendor's or customer's maintenance record. A pop-up message will display showing the transmission file path. Take note of the path where AccountMate has stored the prenote file; then, click the OK button to exit this function. If you do not want to proceed with the prenotification process, click the Cancel button in the function toolbar to exit this function.

Notes:

•The default prenote file location is in the workstation's C:\\ drive. You can configure AccountMate to save the prenote file to a different location by setting the directory in the bank code's Bank Account Maintenance record in the E-Payment Settings page.

•It is advisable to send the prenote file to the bank on the same day you generated it so that the Last Prenote Date in the affected vendor or customer record matches the actual date when you send the prenote file.

Q: Why do I encounter the message, "No prenotifications are required." when I access the Generate Prenotes function?

A: The message indicates that no vendor or customer records have been set to require prenotification.

Generate Prenotes

Generate Prenotes

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