From the Accounts Payable screen, select the Check Cycle menu and then Create Payment Service File.
The first time selecting the Create Payment Service File option during a check cycle (after completing the Select Invoices to Pay option), the Create Payment Service File screen appears in order to create a new batch; complete the fields as listed below. Otherwise, when a batch already exists, the Payment Service Batch Search screen will appear; select the batch to create the file for by double-clicking on the batch description.
At the Create Payment Service File screen, enter a unique description for the batch in the Batch Description field. The description can be alphanumeric and up to 50 characters long. Leave the field blank to use a default description assigned by the system.
Note: If a unique description is not entered, the system will add a dash and four numbers starting with 0001 at the end (for example, Batch Description-0001) to make it distinctive.
Enter the date the payment will be made by the third-party payment service to the vendors in the Check Date field. Leave the field blank to default to the current date.
Note: If the date entered in this field is more than two weeks different from the current date, more than two months different from the current date, or not in the month specified as the Processing Month, a warning icon will appear to the right of the field; verify the date entered is correct. If the date entered in this field is more than six months different from the current date, the system will not allow the date to be saved and an error icon will appear to the right of the field; verify the date entered is correct, and if needed, contact Customer Support for assistance in entering a date more than six months different from the current date.
In the Processing Month field, enter the fiscal period for which to post the entries within the batch to the applicable modules; for example, enter the month for which to post the entries to General Ledger, if applicable. Leave the field blank to default to the current month (as based on the computer date).
Note: If the specified processing month is in the next fiscal year and there are funds in the Fund File in General Ledger with the Automatically Start New Fiscal Year field not selected, the Start New Fiscal Year option will need to be completed for the appropriate funds if it has not already been done.
In the Select Invoices to Pay Batches List, select the batch(es) to include in the file for the third-party payment service to pay. Only the select invoices to pay batches with the Process through Payment Service field selected appear in the list.
Click the Execute button.
At the File to Export screen, select the desired path (drive and folders) for the destination location and click the Save button. The system will default to the location that was last specified.
A message will appear in the status bar after the file was created.