Selecting Invoices to Pay

• From the Accounts Payable screen, select the Check Cycle menu and then Select Invoices to Pay.

• If a batch already exists, the Select Invoices to Pay Batch Search screen will appear.  To continue selecting invoices to pay in an existing batch, select the desired batch by double-clicking on the batch description; otherwise, to enter a new batch, click the New Record button and then complete the batch options.  If a batch does not exist, the batch options screen will appear immediately in order to create a new batch.

Steps to Complete Batch Options for Select Invoices to Pay

• The Select Invoices to Pay screen will appear for the selected batch.  The description for the selected batch will appear in the title bar.

• If desired, to view only invoices with particular due dates, enter the range of dates in the From and To fields.  Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.  Leave the fields blank to display all invoices.

• Only the unpaid invoices with due dates within the specified date range (and match the fund of the Reconciliation Account if the Override Checking Account ID field in the batch options was completed) will appear.  For each unpaid detail line item on an invoice, the following information displays:  fund, vendor ID and name, invoice number, due date, amount, detail description, account number, description of invoice batch from which the invoice was posted, and payment type.

Note:  To display (and select) invoices already selected to be paid in another batch, change the filters for the Select to Pay Batch Description column.

• Select the invoice detail line items to pay:

• To select an invoice detail line item, click the box in the Selected column for the desired invoice line item.  A checkmark will appear in the box if a detail line item is selected.

• To select all the detail line items on a particular invoice, click the box in the Selected column for each detail line item on the desired invoice.  A checkmark will appear in the box if a detail line item is selected.

Tip:  If desired, click and drag the column heading for Invoice Number up to the top of the Invoices List so that it appears in the gray area after the boxes for Grand Total, Checking Account ID, Fund Number, and Vendor ID; by adding the Invoice Number to that section, a subtotal line will display in the grid for each different invoice number.  To then select to pay all the detail line items on an invoice, click the box in the Selected column for the subtotal line for the desired invoice number.  If selected, a checkmark will appear in the box for the invoice number subtotal line and for all the detail line items for the particular invoice.

• To select all the detail line items for all invoices to a particular vendor, click the box in the Selected column for the subtotal line for the desired vendor ID.  If selected, a checkmark will appear in the box for the vendor ID subtotal line and for all the detail line items for all the invoices for the particular vendor.

• To select all the detail line items for all invoices (for all vendors) displayed for a particular fund, click the box in the Selected column for the subtotal line for the desired fund.  If selected, a checkmark will appear in the box for the fund subtotal line and for all the detail line items for all the invoices (and vendors) for the particular fund.

• To select all the detail line items for all invoices (for all vendors) displayed for a particular checking account, click the box in the Selected column for the subtotal line for the desired checking account ID.  If selected, a checkmark will appear in the box for the checking account ID subtotal line and for all the detail line items for all invoices (and vendors) for the particular checking account.

• To select all the detail line items for all invoices (for all vendors) displayed on the screen, click the box in the Selected column for the Grand Total line.  If selected, a checkmark will appear in the box for the Grand Total line and for all the detail line items for all invoices (and vendors) on the screen.

Note:  After an invoice detail line item has been selected, the amount of the selected line item will be added to the necessary subtotal lines, such as for the vendor and fund, and the Grand Total line.

• After all the desired invoices have been selected, click the Save button.

Note:  If an invoice with a negative total was selected and the check total for that vendor is negative, the system will unselect that invoice when the batch is saved and display a message of how many negative checks were deleted.