Optional.

Specify the CM account to use for transactions with no CM account assigned. During initialization, the system will automatically assign this CM account to any transaction without a CM account.

Check this box to restrict initialization based on CM account. CM account is specified to the right.

Do not check this box if not restricting initialization based on CM account.

Enabled only when the Restrict by CM Account box is checked.

Specify the CM account by which to restrict initialization. Only transactions with this CM account meeting all other restriction criteria will be initialized into the payment work file.

Optional.

Specify the vendor by which to restrict initialization. Only transactions posted to this vendor and meeting all other restriction criteria will be initialized into the payment work file.

Optional.

Specify the AP reference number by which to restrict initialization. Only transactions posted to this reference number and meeting all other restriction criteria will be initialized into the payment work file.

If restricting by Job, you must enter the JC company. Otherwise, entry is optional.

Specify the JC company by which to restrict initialization. Only transactions posted to this JC company and meeting all other restriction criteria will be initialized into the payment work file.

Optional.

Specify the job by which to restrict initialization. Only transactions posted to this job and meeting all other restriction criteria will be initialized into the payment work file.

Check this box to restrict initialization based on payment control number.

Do not check this box if not restricting initialization based on payment control number.

Specify the payment control number by which to restrict initialization. Only transactions with this payment control number and meeting all other restriction criteria will be initialized into the payment work file.

Select this check box to restrict initialization by payable type. Then use the selection box to the right of this field to specify which payable types to restrict by. Only those transactions posted to the selected payable types and meeting all other restriction criteria will be initialized into the payment work file.

Select this checkbox to include hold codes (non-retainage only) when initializing the payment work file.

Clear this checkbox to exclude "on hold" transactions when initializing the payment work file.

Default is No (unchecked), but can be overridden.

This option sets the default for the Pay option in the AP Payment Workfile header grid. When this option is checked, out of compliance transactions are initialized as checked to pay. However, functionality is determined by how the “Don’t Add to Payment Batch if Out of Compliance” option is set in AP Company Parameters. For example, if a user checks this flag, but the AP Company Parameters setting is set to “not add out of compliance transactions” to a payment batch, then the initialization does not check these transactions to be paid and the user will not be able to manually check the “to pay” column.

The following table illustrates how the two options work together. Note that the setting in the AP Payment Workfile header grid determines whether a transaction occurs.

Check this box if a separate check will be printed (in AP Payment Posting) for each unique job. All job transactions will be grouped together by vendor and job, and a separate check will be printed for each unique combination.

Do not check this box if a single check will be printed per vendor.

Check this box if a separate check will be printed (in AP Payment Posting) for each subcontract. All subcontract transactions will be grouped together by vendor and subcontract, and a separate check printed for each unique combination.

Do not check this box if a single check will be printed per vendor.

Check this box to exclude vendors with a credit balance.

When you check this box, if the sum total of all the vendor’s transactions is zero, or have a negative balance (credit), the system does not add the transactions to the batch. If you do not check this box, the system initializes both positive and negative transactions into the workfile, but only adds transactions greater than zero into the payment batch.

The Open Retainage only checkbox on the AP Payment Workfile form.

Select this checkbox to include only open retainage transactions in the payment workfile. The transaction grids display only those transactions/lines for which you have released retainage in AP Release Retainage. If a transaction includes multiple lines, retainage and non-retainage, only the lines for released retainage will display.

If you leave this checkbox unselected, the grid includes all lines for a transaction; however, lines with unreleased retainage will default with the Pay checkbox unselected.

For more information about adding open retainage to a payment workfile, see Create a Released Retainage Payment Workfile.

For each payment method, select the checkbox to include invoices to be paid by that payment method.

If you do not select the checkbox for a payment method, invoices with that payment method are excluded.

Specify the due date to use as a cutoff date when determining which transactions to initialize into the work file. All transactions with a due date equal to or less than this date will be initialized into the payment work file. All transactions with a due date later than this date will be skipped.

If left blank, all transactions meeting other selection criteria will be initialized, regardless of due date.

Check this box if you want the discount date to be compared to the date you entered in the Include Transactions Due As Of field when selecting transactions to add to the payment work file. All transactions with a discount date equal to or less than the cutoff date will be initialized into the payment workfile. All transactions with a discount date later than the cutoff date will be skipped. If a transaction does not have a discount date indicated, the transaction’s due date will be used.

Do not check this box if you do not want to compare a transaction’s discount date to the cutoff date when selecting transactions to add to the payment batch. The due date will be used instead.

Check this box to initialize only those transactions with a discount. When checked, if any line on a transaction has a discount, all lines for the transaction will be initialized into the batch.

Do not check this box if all transactions should be initialized, whether or not a discount is taken.

Only select this checkbox if you want offered discounts to be taken.

This field is disabled if either of the following checkboxes are selected in the AP Company Parameters form:

• PayTypes/Discounts/ICR tab: Post Discounts Offered to GL and Net Amounts to Subledgers

• Invoice Options tab: Using tax discount

Cancel if Discount Date is prior to field in the AP Payment Workfile form

For those transactions offering discounts, enter the discount date to use when determining whether the discount may be taken or not. Discounts will be taken for all transactions with a discount date equal to or greater than this date. If the discount date specified for a payable transaction is prior to this date, the discount will not be taken.

If you specify a date here and you have also selected the If available, use Discount Date checkbox, it will affect how canceled discounts are handled. For more information, see Adding Invoices with Discounts to a Payment Batch.

This field is disabled if either of the following checkboxes are selected in the AP Company Parameters form:

• PayTypes/Discounts/ICR tab: Post Discounts Offered to GL and Net Amounts to Subledgers

• Invoice Options tab: Using tax discount

Check this box to mark initialized transactions as ready for payment. During initialization, the system checks the Pay box for each transaction/line that initializes into the work file, as long as:

• the transaction's due date is equal to or less than the date you indicated in the Cutoff Date fields.

• the transaction is in compliance or, if out-of-compliance, you did not check the ‘Don’t add Vendor to Payments Batch if out of compliance’ boxes in AP Company Parameters (for Invoices, Subcontracts or Purchase Orders).

Do not check this box if you do not want initialized transactions to be marked as ready for payment.

If adding transactions manually, specify the month in which the transaction you want to add to the payment work file was posted.

If transactions were initialized into payment work file, this will be the transactions posted month. Month cannot be changed.

If adding transactions manually, specify the transaction to add to the payment work file. Press F4 for a list of valid transactions for the vendor and month.

If transactions were initialized into payment work file, this will be the number assigned to the transaction. Number cannot be changed.

If adding transactions manually, specify the vendor assigned to the transaction you want added to the payment work file. Press F4 for a list of valid vendors.

If transactions were initialized into payment work file, this will be the vendor assigned to the transaction. Vendor cannot be changed.

Defaults the discount date for this transaction based on assigned payment terms (if applicable). May be overridden.

Defaults the due date for this transaction based on assigned payment terms. May be overridden.

The Release Hold Code checkbox on the AP Payment Workfile form, Transactions grid.

Select this checkbox to release the hold code associated with this transaction. When you remove the hold code from the transaction, the system removes the same hold code from all associated line items and clears the On Hold checkbox for this transaction. This box remains checked until you refresh the screen.

If you select this checkbox and there is more than one hold code associated with the transaction, the system displays the AP Payment Control Detail form. You must then use that form to release hold codes.

The Pay checkbox on the AP Payment Workfile form, transaction header grid.

Select this box if this transaction is ready to be paid. When creating a payment batch (the Create Payment Batch button is clicked), this transaction will be removed from the payment work file and added to the payment batch.

Do not select this box if this transaction is not ready to be paid. When creating a payment batch (the Create Payment Batch button is clicked), this transaction will be removed from the work file, but will not be added to the payment batch.

Additionally, if a transaction is marked for payment, but will result in a negative payment, it will not be added to the payment batch when initialized. Instead 'negative payment' transactions will remain in the payment work file.

Display only.

This will be the net payment amount for this transaction. Payment amount will be determined by the payment amounts specified for each line/sequence that have been marked as paid for this transaction (in Payment Work file Detail).

Defaults pay control number assigned to transaction, if applicable. May be overridden.

The Pay Method field in the AP Payment Workfile form's grid.

This field's default value comes from the payment method assigned to the transaction record. You can change it to one of the following:

• N-Viewpoint ePayments (U.S. only)

  Even if you intend to use this pay method, you're not required to select it here 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
• S-Credit Service

If you want to change the selection to E-EFT, you must also specify the necessary bank account information in the AP Vendors form (Payment Method tab, EFT Info section). For more information, see Setting a Payment Method. If you have not specified bank account information, the system will display an error but will allow you to save the record.

If you want to change the selection to S-Credit Service, you must also specify the necessary credit service information in the AP Company Parameters form (Payment Services tab). This information includes the credit service provider (Comdata or EFS), credit service CM account number, and any other necessary credit service information. For more information, see Setting Credit Services Information. If you have not specified credit service information, the system will display an error but will allow you to save the record.

If you change the selection to S-Credit Service, the system will update the CM Acct field with the account you specified for the credit service in the AP Vendors form (CM Acct field, Payment Services tab). If you change this field from S-Credit Service to either C-Check or E-EFT, the system will update the CM Acct field to use the correct account based on one of the following methods: AP Transaction Entry; batch posted from MS Haul Payment Worksheet or MS Material Payment Worksheet; or based on the CM Acct to use if not assigned in the transaction field located above the workfile grid.

For invoices with a payment method of check or EFT, the default value in this field comes from one of the following:

• AP Transaction Entry form

• Batch posted from MS Haul Payment Worksheet or MS Material Payment Worksheet

• From the CM Acct to use if not assigned in the transaction field on this form

For invoices with a payment method of credit service, this field defaults from the CM Acct # field in the AP Company Parameters form (Payment Services tab).

Accept the default value or enter a different valid CM account for the invoice.

If you change the Pay Method field for this invoice, the system will update this field based on the default information above.

If this is a two-party check, indicate the supplier (from AP Vendors) to be paid by this transaction. The supplier entered here will be assigned to each detail line associated with this transaction.

The Separate Pay checkbox on the AP Payment Workfile form, transaction header grid.

This checkbox is enabled for N-Viewpoint, C-Check, and E-EFT pay methods only.

Select this checkbox if paying this transaction separately. When initializing payments in AP Payment Posting, the system will generate a separate payment for this transaction.

Leave this checkbox unselected if not paying this transaction separately. When payments are initialized, the system will group this transaction together with other transactions having the same vendor on a single invoice.

This option defaults to the setting selected for the Separate Payment checkbox in AP Transaction Entry; updating this option updates the option in AP Transaction Entry and vice versa.

Specify the payment address sequence to use for this transaction. Must be a valid address sequence defined for the vendor in AP Additional Addresses, and must be an address sequence flagged as 'Payment' or 'Both'.

Check this box if you want to override the standard name and/or address specified for this transaction's vendor. When initializing the payment batch, a separate check will be printed for this transaction.

Do not check this box if you do not want to override the payment address for this vendor.

If the Override Payment Address option is checked, you may enter an override name here (up to 60 characters). If left blank, the vendor's name as defined in AP Vendors will be used.

• If an override name is entered, a separate check will print for this transaction.

• If you elect to use the 'Address Seq' option (above), this field will be disabled and will automatically default the vendor name from AP Vendors. If you previously entered an override vendor name, it will be replaced with the original vendor's name.

Enter additional information, up to 60 characters, to be printed on the check paying this transaction (e.g. Attention line, Garnishment Case #, etc.).

If the Override Payment Address option is checked, enter the override address, up to 60 characters. Entry here will result in a separate check printing for this transaction.

If the Override Payment Address option is checked, enter the override city, up to 30 characters. Entry here will result in a separate check printing for this transaction.

If the Override Payment Address option is checked, enter the override state. Entry here will result in a separate check printing for this transaction.

Enter a valid state (as defined in HQ States). The system validates the state based on the Default Country specified in HQ Company Setup for the active company. If not valid, an error displays, but entry is allowed. You must then enter a valid country for this state in the Country field.

If the Override Payment Address option is checked, enter the override zip code, up to 12 characters. Entry here will result in a separate check printing for this transaction.

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. Country must be valid for the specified state (e.g. state, province, territory, etc.) as defined in HQ States.

If transactions were added to the work file through initialization, all lines that met the selection criteria will display in this grid. Lines can be deleted or added, but the line number cannot be changed. If adding a line, press F4 for a list of valid lines for the specified transaction.

If transactions were added to the work file through initialization, all sequences for the line that met the selection criteria will display in this grid. Sequences can be deleted or added, but the sequence number cannot be changed. If adding a sequence, press F4 for a list of valid sequences for this line.

The Pay checkbox on the AP Payment Workfile form, transaction detail grid.

Select this box if this line/sequence is ready to be paid. When creating a payment batch (the Create Payment Batch button is clicked), this line/sequence will be removed from the payment work file and added to the payment batch.

Do not check this box if this line/sequence is not ready to be paid. When creating a payment batch (the Create Payment Batch button is clicked), this line/sequence will be removed from the work file, but will not be added to the payment batch.

Defaults the discount offered for this line/sequence, if applicable. May be overridden manually or using the Discount option in AP Payment Control Detail (the Additional Payment Control Functions option in File menu). If using the Discount option in AP Payment Control Detail, the discount amount will be proportionately distributed to the transaction’s lines, based on each line’s amount.

Defaults from the discount offered for the sequence, if applicable. May be overridden manually or using the Discount option in AP Payment Control Detail (the Additional Payment Control Functions option in File menu). If using the Discount option in AP Payment Control Detail, the discount taken will be proportionately distributed to the transaction’s lines, based on each line’s amount.

Defaults the due date assigned at the header level in AP Transaction Entry, or overridden at the header level in AP Payment Workfile. May be overridden. If this date is greater than the 'cut-off date' specified when initializing transactions to the work file, and you specified to flag transactions as ready to be paid, this box will be left unchecked.

Defaults the supplier assigned to the transaction line in originating program or in AP Payment Workfile, if applicable. May be overridden manually or using the Supplier option in AP Payment Control Detail (the Additional Payment Control Functions option in File menu). If using the Supplier option in AP Payment Control Detail, the Supplier will be assigned to all lines on the transaction.

The Release Hold Code checkbox on the AP Payment Workfile form, Lines grid.

Select this checkbox to release the hold code associated with this line item. When you remove the hold code from th is line, the system clears the On Hold checkbox.

If you select this checkbox and there is more than one hold code associated with the line, the system displays the AP Payment Control Detail form. You must then use that form to release hold codes.