Process a Vendor Payment Run After Vouchers Are Selected

After you select AP vouchers to pay, you print payments, assign numbers, print or email remittances, create files to send to your bank for EFT payments, and print file copies of payments.

These instructions apply for manual or automatic payment runs and for all types of payments—check, EFTs (ACH/NACHA, SEPA, and ClieOps), wires, and direct debits.

Prerequisites:

Complete the following in Cash Management > Vendor Payments:

  1. Create a Vendor Payment Run or Open an Existing Vendor Payment Run whose current step is Printing.

    In the search results list on the Vendor Payment form, you see the word "Printing" after the run number and date.

  2. Select Vouchers to Pay in a Manual Vendor Payment Run or Select Vouchers to Pay in an Automatic Vendor Payment Run.

To process a vendor payment run for checks or EFTs after vouchers are selected, complete the following steps on the Printing and Numbering page of the Vendor Payments form in Cash Management > Vendor Payments:

  1. Optional: To view the Bank Requirements report or Cash Requirements report for the payment run, click Other Actions, and then click Bank Cash Requirements or Cash Requirements Report on the Printing and Numbering page of the Vendor Payments form.
  2. In the Banks grid, select a bank used in the payment run for which to process payments.
    • The grid has multiple banks if the payment run has vouchers that are being paid by different banks.
    • To help guide you through processing the payments funded by a bank, the entry in the Status field in the Banks grid lets you know the next step that is required on the Printing and Numbering form for the bank. For example, you see Printing Required or Numbering Required in the Status field.
  3. To print the payments:
    1. In the Payments grid for the selected bank, click Print Payments on the actions bar. The payments are displayed in a separate browser window. In this window, you can view the payments, print the payments, or save the payments in a file (such as a Word, PDF, or other type files).
    2. If you are printing paper checks: Load your printer with check stock before you click the printer icon in the browser window to print the checks. Before you print checks, you can adjust the margins allowed by your printer by clicking Other Actions > Payment Margin on the Printing and Numbering page.
    3. If you are processing EFT payments (ACH, SEPA, ClieOps, wires, or direct deposits), "Non-Negotiable" displays for each payment. Print a copy of these payments if needed.
    The printed payments use the formatting that you set up for checks on the Payments tab in Settings > Cash Management > Accounts Payable.
  4. To assign numbers to the payments: Click Assign Numbers on the actions bar of the Payments grid, and complete the information in the Assigned Payment Numbers dialog box. For more information, see Assigning Numbers for Vendor Payments.
  5. To create the file for SEPA or ClieOps EFT payments: On the Payments grid, click the Export to Text action to create a file to send to your bank for SEPA or ClieOps EFT payments.
    • You will send this file to your bank, so they have the payment information to make direct deposits into your vendors' bank accounts.
    • For ACH (NACHA) payments, instead of creating a file for your bank using Export to Text, you create the file on the Electronic Files page of the Vendor Payments form after you click Post Payments on the Printing and Numbering page.
  6. To print a remittance advice for each vendor paid by the bank: Click Other Actions > Print Remittance on the actions bar of the Payments grid. A remittance advice provides a vendor with a list of paid vouchers for a payment. This applies for all types of payments (check, EFTs, wires, and direct debits).
  7. To email a remittance advice to vendors: Click Email Remittance and then click Recipients or Specific Address.
  8. To print a file copy of the payment for your files: Click Other Actions > Print File Copy on the actions bar of the Payments grid. The file copy uses the format that you set up for checks on the Payments tab in Settings > Cash Management > Accounts Payable. The word "Copy" prints on each file copy.
  9. Repeat steps 2–8 for each bank in the payment run.

Next Step:

Post a Vendor Payment Run

Parent Topic: How to... (Process Payments)