Accounts Payable > Authorizing Payments

The Authorize Payment function allows you apply payment for AP invoices, prepayments and charge transaction payment for one vendor at a time. Transactions that show on the screen are for an individual vendor only which allows you to focus authorizing payments only for that vendor record. This function also provides filter criteria to show on the screen only certain transactions per vendor that meets the condition.

This function allows you to review and see invoice details such as invoice number, invoice date, and invoice amount for a particular vendor as you apply your payments. If the vendor has open debit amounts, you can also authorize them as payment for certain AP invoices.

To authorize payments to invoice transactions, perform the following steps:

1.Access the Authorize Payment function from the Transactions menu. The Invoice Details Page is automatically displayed when this function is accessed.

2.Click the List box button at the upper left-hand corner of the screen to select the filter option you want in applying payment to the invoices and perform the following, as necessary:

oBy Vendor

Select this option to display all the vendor records with outstanding invoices in the Invoice Details Page sorted by vendor code.

oBy Discount Date

Select this option to display the Discount Date Range fields in which you can enter a range of prompt payment discount dates. Click the List box button next to the Discount Date field; then, select either All or Range. If you select Range, enter in the From and To fields the discount date range applicable to the invoices to which you want to apply payments. The default date is the system date.

Note: This option is designed for users who want to avail of early payment discount. All outstanding invoices that falls within the discount-period date range entered will be displayed in the grid.

oBy Due Date

Select this option to display the Due Date Range fields in which you can enter a range of dates. Click the List box button next to the Due Date field; then, select either All or Range. If you select Range, enter in the From and To fields the due date range applicable to the invoice to which you want to apply payments. The default date is the system date.

Note:This option allows you to apply payments to invoices so that you can issue checks to the vendors before you incur finance charges for late payment.

oBy Pay Class

Select this option to display the Pay Class range fields in which you can enter a range of Pay Class codes. Click the List box button next to the Pay Class field; then, select either All or Range. If you select Range, enter in the From and To fields the Pay Class code range applicable to the invoices to which you want to apply payments.

Note:This option allows you to apply payments to invoices that you have assigned Pay Class codes during posting of invoices. For example, you may have used Pay Class code 1 for vendors that must be paid on the first day of the month. When you process the invoice for application of payment, you can ask the system to display only those invoices assigned with Pay Class code “1” by entering a range of 1-1 in the Pay Class range fields.

oBy Reference

Select this option to display the Reference range fields in which you can enter a range of references entered during invoice creation. Click the List box button next to the Reference field; then, select either All or Range. If you select Range, enter in the From and To fields the reference range applicable to the invoices to which you want to apply payments.

Note: If you have used “Office Supplies” as a pre-defined reference for some vendors, you can then ask the system to display only those invoices assigned with that reference when you process the invoice for application of payment. To display these invoices, enter “office supplies” in the Reference Range window.

3.Mark the following checkboxes, if necessary:

oInclude invoices with apply amount

Mark this checkbox if you want to display in the grid invoices that were previously applied with payments and that no checks have been posted or printed.

oAutomatically select open debits to apply

Mark this checkbox if you want that open debits displayed in the the Open Debit Details Page be automatically applied in full as payment for invoices.

oProvide default authorized amounts

Mark this checkbox if you want that invoices displayed in the grid be automatically applied for payment in full, including taking any applicable prompt-payment discount and adjusting the payment for any amount you have previously entered in the Apply Adjustment field.

4.Click the OK button to display the invoices that meet the selected criteria. You may click the Expand () button to hide the vendor - filter options area and allows more space for the Invoices grid below.

5.After selecting the filter options on how to apply payment, AccountMate will then display the invoices in the Invoice Details Page grid. For more details, see the Invoice Details Page section.

6.The Total Payment Amount is a read-only field that shows for reference the total authorized amount in a session.

7.To set the open debit amounts to be used as payment to vendor's invoices, click the Open Debit Details Page. For more details, see the Open Debit Details section.

8.When you are ready, click the Save button from the Transactions toolbar to save the application of payments. In the pop-up window that appears, you may choose any of the following options:

oCredit Card

Click this button to access immediately the Record Credit Card Transactions function that allows you to record credit card payment for the currently created payment authorization. The Credit Card button is disabled if the AP invoice full amount is applied for payment.

oPrint Check

Click this button to access immediately the Print AP Check function that allows you to directly print an AP check as payment for the currently created payment authorization.

oRecord Check

Click this button to access immediately the Record Check Payment function that allows you to record a check transaction issued outside of AccountMate which serves as payment for the newly created AP invoice payment authorization.

oNon-check

Click this button to access immediately the Record Non-check Payment function that allows you to record a non-check transaction that serves as payment for the newly created AP invoice payment authorization.

oClose

Click the [X] button at the upper right-hand corner of the pop-up window.

9.You may click the navigation buttons in the Invoice Details Page header to select another vendor to authorize payments. Click4(Next) to proceed to the next vendor record or 3(Back) to return to the previous vendor record.

Q. Why am I able to print computers checks for some invoices, without going through the Apply Payment function, while for others I can’t?

A. The difference is that for certain vendor maintenance record, the Authorize Full Amount Automatically option box may have been activated. AP Invoices created for these vendors will automatically be applied for payment for the full amount of the invoice net of any applicable discounts, adjustments and applied prepayments. In this case, these invoices do not need to go through the Authorize Payment function but will automatically appear among the choices of invoices eligible for Print AP Check.

Q. I recorded an AP invoice using the AP Invoice Transaction function window; however, when I accessed the Authorize Payment function to apply payment, I cannot see the invoice. Why is this so?

A. Verify that the Hold Payment option box is not checked when you recorded the invoice. Access the invoice using the AP Invoice Transaction function. If the Hold Payment box is marked, unmark it so you will be able to view the invoice in the Authorize Payment function and be able to proceed with the application of payment. If the Hold Payment checkbox is not marked, you may have data corruption.

Authorize Payment

Authorize Payment

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