AP Payment Posting Form

Use the AP Payment Posting form to pay invoice transactions. This process is done in a batch and includes multiple steps, all of which can be done from this form.

There are multiple ways you can add invoices to a payment batch:

  • Using the initialization feature in the AP Initialize Payments form.
  • Using the Initialize New Payment feature in the AP Payment Posting form.
  • Manually using the AP Payment Posting form.
  • From a payment workfile in the AP Payment Workfile form.
Best practice is to use a separate batch for each pay method since the process for completing each method is inherently different.
Important: The exception to this recommendation is if you are using Viewpoint ePayments (U.S. only), which is able to processes all originally assigned pay methods at once. When you generate the Viewpoint ePayments data file, you are given the option to change the pay method originally assigned to N-Viewpoint ePayments.
You can use this form to process all of your AP invoices. Payment options include:

You cannot add invoices to the batch if they are on hold, unapproved, prepaid, or in a separate batch of any type.

Field Definitions: AP Payment Posting Form

The following is a list of field descriptions for the AP Payment Posting form. Many of the descriptions include links to other topics that provide additional information about or related to the topic.

Seq#

Enter the existing sequence to work on, or enter N, New or + to add a new sequence. The system assigns the next available sequence number.

Pay Method

The Pay Method field in the AP Payment Posting form, header Info tab.

If you added invoices automatically, this field defaults from the Pay Method field in one of these forms:
  • AP Transaction Entry
  • AP Unapproved Invoice Entry
  • AP Recurring Invoices

Select the payment method to use for this transaction.

  • N-Viewpoint ePayments (U.S. only) - You are not required to select the N-Viewpoint ePayments method before paying invoices because at the moment you generate the ePayments file, you are given the option to change the pay method originally assigned. For details, see the field help for Payment Methods in the AP Viewpoint ePayments Export form.
  • C-Check
  • E-EFT - Only select this method if you have entered bank routing information for this payee in the AP Vendors form (Routing Transit # and Bank Account # fields, Payment Method tab).

    If you do not have this information set up, the system will display a warning and you will not be able to process the payment

  • S-Credit Service - Only select this method if you have taken these steps in the AP Company Parameters form:
    • Selected either 1-Comdata or 2-EFS from the Credit Service drop-down (Payment Services tab)
    • Entered information in the required fields of either the Comdata or EFS section (Payment Services tab)
    • Entered information in the CM Co# (Subledgers tab) and CM Acct # (Payment Services tab) fields

If no payment method is assigned, the system displays a warning and will not allow you to process the payment.

Note: Once a CM Ref# is assigned to a payment transaction (whether manually or automatically), this field is disabled. If you need to change the payment method, you must first clear the CM Ref# for the applicable transaction.

CM Acct

The CM Acct field on the AP Payment Posting form, header Info tab.

This field is enabled only when the Pay Method is C-Check and the Check Type is M-Manual.

Enter the CM bank account for paying this invoice.

For all other payment types, this field automatically populates with the CM Acct # specified on the invoice (in AP Transaction Entry, AP Unapproved Invoice Entry, or AP Recurring Invoices) or during initialization (in AP Initialize Payments) if no CM Acct is specified on the invoice.

Check Type

The Check Type drop-down on the AP Payment Posting form, header Info tab.

For payments made by check only, indicate the type of check used to pay this transaction.

  • C-Computer– check generated by computer

  • M-Manual– check paid manually

Note: There are two additional options available from this field: P-Prepaid and I-Import. However, you cannot manually select either one. Both indicate that the transaction has already been paid either through the AP Prepaid Process form or via the third-party application you are importing data from (via the AP Payment or AP Payment Textura import templates).
Note: If you do not want the manual check amount to be reduced by a displayed discount amount, you can use the AP Payment Control Detail program to change the discount amount before you record the payment in AP Payment Posting.
Note: The system clears this field automatically when you change the Pay Method to something other than 'C-Check'.

CM Ref#

The CM Ref# field on the AP Payment Posting form, header Info tab.

For manual checks only, enter the CM reference number (check number) for this transaction. Up to 10 digits are allowed, including any leading zeros.

For computer-generated checks, EFT transactions, ePayments, or Credit Service transactions, this field is disabled and populates automatically when running the related program (AP Check Print, AP EFT Download, AP Viewpoint ePayments Export, or AP Credit Service Download, respectively) based on the CM Ref# assigned in those forms.

Note: Once a CM Ref# is assigned to a transaction, the system disables the Pay Method field. If you need to change the Pay Method, you must first clear the CM Ref# for the applicable transaction.

CM Seq#

The CM Seq# field on the AP Payment Posting form, header Info tab.

This field is enabled only if the Pay Method is C-Check and the Check Type is M-Manual.

Displays the CM reference sequence number for this transaction. For all payment types, this field defaults to 0.

For manual checks, you may override this value as needed.

EFT Seq#

This field displays the sequence number of the EFT transaction. This number is assigned by the system when the EFT Download program is run.

Paid Date

The system enables this field when you select M-Manual from the Check Type field.

Enter the date this transaction was paid. This field defaults the current date if the current month and year match the batch month and year. If they do not match, this field defaults as blank.

Note: If you enter a date that is not the same month and year as the batch month, the system displays a warning, but you can still post the payment.

Vendor

Vendor field in the AP Payment Posting form

Enter the vendor to be paid. Press F4 to see a list of vendors.

Note: If you selected S-Credit Service from the Pay Method drop-down, and you are using Comdata as your credit service provider (you selected Comdata from the Credit Service drop-down in AP Company Parameters form, Payment Services tab), you must enter an email address in the Payment Service Email field in the AP Vendors form (Payment Method tab) in order to add the vendor here.

Name

Initially defaults the name of the vendor specified in the Vendor field. This value may be overridden if necessary. This is particularly useful when printing checks for temporary vendors using the same vendor number.

Supplier

If this is a two-party check, enter the second party (from AP Vendors) to be paid by this check. Press F4 to see a list of vendors.

Add'l Info

Defaults the additional information specified for this vendor in AP Vendors, up to 60 characters allowed; may be overridden. Information entered here is included when printing checks for this vendor (e.g. Attention line, Garnishment Case #, etc.).

Address

Enter the vendor's payment address information in the following fields (or accept the default). Overriding the defaults for these fields may be useful when printing checks for vendors using the same vendor number.

  • Address - This field initially defaults the payment address specified for the selected vendor in AP Vendors, up to 60 characters.

  • City - This field initially defaults the payment city for the selected vendor in AP Vendors, up to 30 characters.

  • State - This field initially defaults the payment state for the selected vendor in AP Vendors. If you override the default, you must enter a valid state. The system validates the state based on the Default Country field in HQ Company Setup for the active company. If the state is not valid, the system will display an error but will allow entry.

  • Zip Code - This field initially defaults the payment zip/postal code

  • Country - This field defaults the payment country specified for the vendor in AP Vendors. If you override the default, enter the 2-character country code. Entry in this field is required when the address exists outside the Default Country specified in HQ Company Parameters for the active company. The country must be valid for the specified state (e.g., state, province, territory, etc.) as defined in HQ States.

Month

Enter the expense month of the transaction to be added to the payment batch.

AP Trans

Enter the transaction to be added into the payment batch. Use F4 to display a list of available AP transactions.

Initialize New Payment

The Initialize New Payment section of the AP Payment Posting form allows you to add a single invoice to a payment batch. This section includes the Month and APTrans fields. It also includes the CM Acct is missing on the transaction... field when you attempt to add an invoice without an associated CM account number.

The following instructions detail how to add single invoices to a batch using the Initialize New Payment section of AP Payment Posting.

  1. Enter a new sequence number in the Seq # field or enter N, New, or + to have the system generate the next available sequence number.
  2. Enter the invoice expense month in the Month field in the Initialize New Payment section.
  3. Enter the AP transaction number in the AP Trans field. Press F4 to see a list of invoices associated with the specified month.
  4. Click Initialize.
The system adds the invoice to the batch.

If an invoice is missing a CM account, the system displays a warning dialog box. Close the dialog and enter a CM account in the CM Acct is missing on the transaction... field. Click Re-validate and then click Initialize to add the invoice to the batch.

If you are adding an invoice with a payment method of credit service, the system will not add the invoice if the CM account does not match the CM Acct field (AP Company Parameters form, Payment Services tab). Additionally, invoices with a payment method of credit service will not be added if you did not enter the required credit service provider information in the AP Company Parameters form (Comdata or EFS sections of the Payment Services tab).

Invoices with payment method of either check or EFT that reference the credit service CM account number (CM Acct field, AP Company Parameters form, Payment Services tab) will not be added to the batch.

If the invoice is associated with a subcontract or purchase order, the system will check for compliance. If the invoice is “out of compliance,” a warning displays. To add the transaction, click Initialize and the system adds the invoice to the payment batch. For more information on tracking compliance in AP, see Vendor Compliance Tracking.