Tips and Tricks for Building a Computer Checkrun More Efficiently in Payables Management

The Build Payment Batch window in Payables Management has a lot of options in it that are beneficial for the user to understand and could help to streamline your processes. Here are some notable features in this window: (Purchasing >> Transactions >> Build Payment Batch)

• Payment Option ID – If you use the same restrictions and options to build your computer check batch, then save these as a Payment Option ID, so you can quickly select this ID each time and don’t have to re-enter the same restrictions and options every time you need to build a checkrun.
• Restrictions – Use one or more of the 9 Restrictions available to help filter the outstanding invoices you need to pull into your Computer Check batch. Vendor ID and Due Date/Discount Date are the most populate. Be sure to click INSERT to insert your restrictions in the box below.
• Automatically Apply Existing Unapplied – Mark if you want the system to automatically apply unapplied Payments, Credit Memo’s and Return for you during the Build process. Set the Apply Date accordingly.  Unmark these checkboxes if you don’t want the system to apply any payments, returns or credit memos for you.
• Take Non-Qualifying Discounts – Mark this checkbox to have the system take any discounts that you do not quality for, like expired discounts.
• Remittance – In the List Documents, you can select what documents you want to be printed on the checkstub or remittance. Use the Sort Documents By to select how the documents should be sorted on the checkstub or remittance.
• Print Previously Applied Documents – Mark this option to have apply records for documents that were previously applied to each other prior to this checkrun, to also print out on the checkstub or remittance.

You can also use the Edit Payment Batch window to modify the check batch. (Click the Edit Payment Batch button on the prior window, or navigate directly to Purchasing >> Transactions >> Edit Payment Batch)

In this window, select or create a Batch ID.  You do not have to enter this window for computer check batches already built, unless you want to modify the batch.

• Apply Date – set the apply date to be used. Today’s date should default.
• Mark the checkbox to the left of the vendor to select ALL the outstanding documents for this vendor to be applied to each other and all included. If you do not want all documents, then click on the line not the checkbox) so you can see the vendor’s outstanding documents on the right. From here, you can select what documents you want to be included. When you select the checkboxes on the right next to each document one by one, the credit memos are not automatically applied. There is a yellow icon to the right to signify if a credit memo is applied.
• The vendor list on the list will have a red electronic envelope icon to signify if the vendor is set up for Electronic payments.
• Columns – Use the columns button in either section below to add, remove or re-order the columns displayed.

Note that zero-dollar remittances are also listed in the window above, waiting to print on the top of the next checkstub or remittance. If you have a lot and it causes performance issues with this window loading, please let us know and we can help you to clear those out, so the window loads faster.

Hopefully, understanding all the options in the Build Payables Batch window will help save you some keystrokes by saving the option ID and help make your processes more efficient.  Understanding how to take discounts and even non-qualifying discounts can be important factors to consider for your company. If you use the Edit Payment Batch window, you can learn how to have credit memos automatically apply versus not having credit memos apply, so you can pay the Invoice amounts if desired. Be sure to use the COLUMNS buttons on both sides to personalize the display to be more efficient for you.

If you have any questions on any information above or need assistance with any Payables issue, please reach out to support@iscorp.biz for assistance.