Process a Vendor Payment Run After Vouchers Are Selected

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

These instructions apply for manual and automatic payment runs and for all payment processing types: check, EFTs (ACH/NACHA, SEPA, and ClieOp), wires, and direct debits. You select the processing type and payment type on the New Payment Run page of the Vendor Payments form when you create a new run.

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 review the vouchers to pay in an automatic vendor payment run.

To process a vendor payment run after vouchers are selected:

1. Open the Printing and Numbering page of the Vendor Payments form in Cash Management > Vendor Payments.
   This page opens when you do either of the following:

   • On the Select Vouchers page of the Vendor Payments form, after you select and review the vouchers pay in the run, click the Process Payments action, and then click Proceed on the Warning dialog box.
   • On the Vendor Payments form, use the search field to open a payment run whose current step is to print vouchers. In the search results list, these payment runs have the word Printing after the run number and date.
2. 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.
   If you need to remove or add vouchers to pay, you must click Other Actions > Delete Run to delete the run and then create a new payment run with the correct vouchers selected for payment.
3. In the Banks grid, select a bank 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.
4. 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/NACHA, SEPA, ClieOp), wires, or direct debits), "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.
5. To assign numbers to the payments if you do not have auto numbering turned on: Click Assign Numbers on the actions bar of the Payments grid, and complete the information on the Assigned Payment Numbers dialog box.
   For more information, see Assigning Numbers for Vendor Payments.
6. If the run's payment type is Check/EFT and it has SEPA, ClieOp, or user-defined electronic payments, you can download the file: On the Payments grid, click the Export to Text action to download a file to your workstation or network drive.
   • Vantagepoint uses a default file name that consists of the following text, which you can change: company code (if you have multiple companies), payment type, period (year and month), run number, and bank code. Default file name example: BT_AP_200604_150_Boston.txt
   • 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.
7. To print remittance advices: Click Other Actions > Print Remittance on the actions bar of the Payments grid.
   A remittance advice provides a vendor with a list of the vouchers being paid. You can print a remittance advice for all types of payments (check, EFTs, wires, and direct debits).

   For more information see Remittance Advices.

8. To email a remittance advice to vendors for EFT, wire, or direct debit payments: Click Email Remittance and then click Recipients or Specific Address.
   For more information see Remittance Advices.
9. To print a file copy of the payments: On the actions bar of the Payments grid, click Other Actions > Print File Copy.
   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.
10. Repeat steps 3 through 9 for each bank in the payment run.

Next Step:

Post a Vendor Payment Run