About the MS Haul Payment Initialize Form

Use this form (accessed by selecting File > Initialize Payments from MS Haul Payment Worksheet) to initialize entries into a hauler payment batch.

Various selection criteria allow you to control the transactions eligible for payment initialization. You can restrict initialization to a range of location groups, 'from' locations, and/or tickets, a selected haul vendor, truck, or by sale type. If restricting by sale type, additional options allow for restricting by customer/cust job, JCCo/Job, or INCo/To Location (depending on sale type selected).

Note: Restricting by sale type only controls the transactions eligible for initialization to the payment batch; it does not control which transactions are grouped together on invoices. If you want to group transactions by sale type, use the 'create separate invoice' options (see below).

The Include Tickets and Time Sheets Entered for Month field allows for specifying the posting month from which to pull transactions for payment initialization. This month can be the current batch month (default) or any month prior to the current batch month. You also have the option to specify a range of sale dates by which to restrict tickets and timesheets included during initialization.

Payment Information

After defining selection criteria, you must define the payment information. This includes the invoice and due dates, the invoice description, AP Company (must be a valid AP company with the same vendor group as the MS AP company), AP reference number, pay control and hold codes, and CM account information. If you are using pay categories (flag in AP Company Parameters), you also have the option to specify a pay category and pay type. If the pay category is left blank, the pay type must also be blank. You cannot enter one without the other.

Note: The Invoice Date, AP Company, AP Reference, CM Co# and CM Account fields are required.

After entering all required information, select Update to initialize. Only those tickets and/or hauler time sheets that match the specified criteria, that are not currently in another batch or have not been previously updated to AP, and that are flagged as hauler type ‘H’ (haul vendor), will initialize into the invoice batch.

During initialization, the system generates a unique AP Reference number for each payment sequence added to the batch. The first sequence generated will be assigned the specified AP Reference number, while the remaining sequences will be assigned a number based on the specified AP Reference number plus a sequential number (1-99). For example, if you specified an AP Reference number of 2005-0001 and initialization generated five payment sequences, the AP Reference numbers would be assigned as follows:

Seq

AP Reference

1

2005-0001

2

2005-00011

3

2005-00012

4

2005-00013

5

2005-00014

Note: You can make multiple passes by changing the selection criteria and then reinitializing the batch. Each pass will add new invoices to the existing entries in the batch. When making multiple passes, if initialization will combine tickets on existing invoices because all the information matches, but you want them to be on separate invoices, specify either a different invoice date or a different invoice description for each pass. The system will then generate new invoices for the tickets instead of adding them to existing invoices.

Once you have finished initializing payments, you can edit entries as necessary in MS Haul Payment Worksheet .