Pay Vendors

Use the Pay Vendors data entry form to issue checks in payment of vendor invoices. This form allows you to pay many invoices at once. You can also narrow your pay selections to a specific vendor, bank, pay date, or vendor due date.

Vendor Invoices to Pay Selections

Group/Field

What is this?

Display Options

Select Display Options to include only those invoices in the grid that meet your pay date or due date criteria.

Whether you are able to see an invoice in the grid depends on your security access to the payment division associated with the invoice.

Option

What is this?

All Invoices with Pay Date Through

Include in the grid only those unpaid vendor invoices up to and including a particular Pay Date.

Select a date from the date picker, or enter the date manually. The default date is the current system date.

When you make your selection, the system updates the grid.

All Invoices with Vendor Due Date Through

Include in the grid only those unpaid vendor invoices up to and including a particular Vendor Due Date.

Select a date from the date picker, or enter the date manually. The default date is the current system date.

When you make your selection, the system updates the grid.

Select to Pay

These fields define the boxes that are checked to pay in the grid. (Note that the grid includes only those invoices that match the Display Options criteria you selected.)

Depending on which AMS360 center you are in when you access the Pay Vendors form, certain default selections apply:

If you access Pay Vendors from the Vendor Center, only invoices for the current vendor are checked in the Select column in the grid (although other invoices appear in the rows). Under Select to Pay, the Vendor selection defaults to the current vendor.
If you access Pay Vendors from the Bank Center, only invoices for the current bank are checked in the Select column in the grid (although other invoices appear in the rows). Under Select to Pay, the Bank selection defaults to the current bank.
If you access Pay Vendors from the Financial Center, all invoices are checked in the Select column in the grid because the default selection is (All) for both Vendor and Bank in the Select to Pay group.

Option

What is this?

Vendor

From the list, select the Vendor to pay. Selections available depend on the invoices in the grid: only vendors with an unpaid invoice appear in the list.

Select (All) to pay all vendors in the grid that match the Bank selection.

When you make a selection, the system updates the grid es to match your selection.

Bank

From the list, select the Bank through which you will write the check. Selections available depend on the invoices in the grid: only banks associated with an unpaid vendor invoice appear on the list.

Select (All) to pay from all banks associated with an invoice in the grid.

When you make a selection, the system updates the grid es to match your selection.

GL Posting Date and Check Type

Option

What is this?

GL Date

General Ledger posting date for the check or checks to be created. This is also the date that prints on the checks.

Select from the date picker, or enter the date manually.

(Check Type)

Select the type of check. The options are:

Clear All

Click this button to clear all the check boxes in the grid and to clear the selections in the Select to Pay fields.

Vendor Invoices to Pay Grid

If a Vendor Invoice was posted using a bank that was subsequently made inactive, then that invoice is shown in gray in the Pay Vendors grid. No check will be created.

Column	What is this?
Select	The iboxes in this column indicate whether or not an invoice is to be included in the check payment transaction. If a check mark appears in the box next to an invoice, then this payment will include the invoice. If the box is not checked, then the payment will not include the invoice. You can click a box to check it or to clear it.
Name	The vendor name on the invoice: firm name, or last name and first name of an individual.
Inv #	The number of the invoice, as entered on the Vendor Invoice data entry form. Click the Inv # to open the Vendor Invoice form in Edit mode.
Description	Description of the invoice, as it appears on the Vendor Invoice data entry form.
PayDiv	The division from which the invoice is paid. This is specified on the Vendor Invoice.
Bank	The bank through which the invoice payment is to be paid.
Pay Date	The agency Pay Date as entered on the Vendor Invoice form: payment check date for the invoice.
PayBal	Amount remaining to be paid on the invoice.
PayAmt	The amount to be paid on the invoice for this transaction.
InvAmt	Total invoice amount.
Check For	Displays the Vendor Invoice #.
Check Memo	Defaults to the Vendor Invoice # and the ($) amount of the invoice. This information can be edited.
Due Date	The vendor due date for payment, as entered on the Vendor Invoice form.

Posting Type	Icon	What Happens
Post		Posts to the general ledger. See Reports - Checks for check printing instructions.

What's Next?

Rather than recreate a vendor-specific invoice each time you pay that vendor, you can create one or more predefined invoice templates for the vendor. For more information, see the Vendor Invoice Template topic.