Reports associated with paying vendor invoices

Vendor Cash Requirements Report

Use this report to determine which invoice scheduled payment records qualify to be paid and the discounts available if the scheduled payment records are paid within the discount period. If scheduled payment records and discounts qualify, their totals print in the current due column. If they qualify for a future date, they print in the future column. Scheduled payments that are placed on hold or disputed print in the disputed column.

Because the Vendor Entry Pay Invoices Due Report uses the same options as the Vendor Cash Requirements Report, printing the Vendor Cash Requirements Report first allows operators to verify that the correct scheduled payment records are paid and the correct discounts are taken without updating accounts payable files. The discount cutoff date and due cutoff date can be adjusted to obtain the desired amounts in the current and future columns. This report can be run as many times as necessary before running the Vendor Entry Pay Invoices Due Report.

Warning: No Stored Report Selected. All Due Vendors/Invoices Will Be Paid (8047)

All invoices with manual names and addresses are grouped together in a separate section for each vendor. A separate check for these types of invoices prints through the Vendor Entry Check Print Report.

A Direct Order hold is indicated on the report for invoices that have been placed on hold because payment from the customer has not yet been received. An option can be set in SA Administrator Options to allow these to be paid regardless of customer payment.

If you use a stored job name when you run the Vendor Cash Requirements Report, Vendor Edit Payment Selection Entry allows you to modify individual invoices and credits selected by the Vendor Cash Requirements Report. The Vendor Cash Requirements Report creates a record for each invoice along with an option indicating whether each should be paid now, in the future, or is disputed. When you are ready to pay invoices, type the job name from the existing Vendor Cash Requirements Report. Using the same parameters ensures that the Vendor Entry Pay Invoices Due Report generates the same results as developed in the Vendor Cash Requirements Report and Vendor Edit Payment Selection Entry. After you process the Vendor Entry Pay Invoices Due Report using the stored Vendor Cash Requirements Report, the stored report is deleted.

Vendor Entry Pay Invoices Due Report

This report pays all invoice scheduled payment records that qualify to be paid and subtracts the discounts available for the ranges selected. If scheduled payment records qualify but are paid past the discount date, an asterisk prints next to the discount amounts lost. For each scheduled payment record paid, General Ledger accounts are automatically affected for the invoice and discount amounts.

A journal number is assigned each time you run the Vendor Entry Pay Invoices Due Report. All checks that must be printed are associated with this journal number. Make a note of this number. Specify the correct journal number to print the checks when running the Vendor Entry Check Print Report.

Because the Vendor Entry Pay Invoices Due Report uses the same options as Vendor Cash Requirements Report, printing the Vendor Cash Requirements Report first allows verification that the correct invoice scheduled payment records will be paid and the correct discounts are taken without updating the accounts payable files. You can run the Vendor Cash Requirements Report as many times as necessary before running the Vendor Entry Pay Invoices Due Report. After the Vendor Cash Requirements Report is run for a stored report, no new invoices to be processed will be added. You will only be processing the invoices that were previously selected for the job name. This prevents an invoice from being added after the invoices in the original run have been approved, and thus getting paid without the necessary approvals.

If you created a stored report in the Vendor Cash Requirements Report and used that report’s job name to run Vendor Edit Payment Selection Entry, you can also use this updated stored report in the Vendor Entry Pay Invoices Due Report. When you are ready to run the Vendor Entry Pay Invoices Due Report, select the Vendor Cash Requirements Report stored report from the list and click Stored Copy or One-time Copy. You will be asked to convert the Vendor Cash Requirements Report to a Vendor Entry Pay Invoices Due Report. This report does reflect any changes made in Vendor Edit Payment Selection Entry. Using the same parameters ensures that the Vendor Entry Pay Invoices Due Report will generate the same results as the Vendor Cash Requirements Report/Vendor Edit Payment Selection Entry report did. If you use a stored Vendor Cash Requirements Report and attempt to change some of the parameters, the changes will be disregarded. After you process Vendor Entry Pay Invoices Due Report using the stored Vendor Cash Requirements Report, the stored report is deleted.

Warning: No Stored Report Selected. All Due Vendors/Invoices Will
		Be Paid Message 8047.

Vendor Entry Check Print Report

A journal number is assigned each time you run Vendor Entry Pay Invoices Due Report. All checks that must be printed in the Vendor Entry Check Print Report will be associated with one journal number and one bank number. The Vendor Entry Pay Invoices Due Report might have been processed for several banks, but each bank number will be associated with its own journal number. Because checks are printed for one bank at a time, you are prevented from printing checks on another bank’s check forms. Between generating each Vendor Entry Check Print Report, load your printer with the appropriate checks for the bank you are about to process.

You also can send the checks and/or remittance to the vendor electronically through the Electronic Data Interchange (EDI).

Select Yes for the Print to EDI Where Appropriate? option when the vendor is set up for EDI. If you also print checks, this document will be only a remittance. To store the flat file in a directory other than the default directory, specify the complete file path in the EDI Flat File Directory field. If checks are not being printed, specify a beginning trace number for the electronic checks that are sent. The trace number acts like a check number through which you can track each separate check/remittance sent through EDI.

You should print checks immediately after you run the Vendor Entry Pay Invoices Due Report. If you postpone printing checks until several journals have been created from Vendor Entry Pay Invoices Due Report, there is a greater chance you might forget to print checks for some vendors. If a manual address was entered for the order in Vendor Transaction Entry, that manual address prints on the vendor’s check. An individual scheduled payment will not be recognized.

If you choose a zero (0) amount active invoice for payment, a check for $0.00 prints for the vendor because invoices are made inactive by running the Vendor Cash Requirements Report, Vendor Edit Payment Selection Entry, Vendor Entry Pay Invoices Due Report, and Vendor Entry Check Print Report.

You can also reprint checks using the Vendor Entry Check Print Report. You might reprint checks if there is a system failure, the checks jam in the printer, or a check is lost. You can reprint checks for an entire batch or a range. You can reprint checks with new check numbers.

If you have an account at a foreign currency bank and can remit payments with checks drawn on that bank, select Currency Account in SA Currency Setup. If you must purchase bank drafts to finalize transactions, select Purchase Draft. The Purchase Draft option prompts checks to be printed in domestic currency, payable to the bank where foreign funds are purchased. Additionally, you can enter an EDI currency code in SA Currency Setup to enable EDI to cross-reference a system currency code into an EDI currency code.