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A/R and A/P Payment Batches

 
Payment batches offer a number of functional advantages. You can use them to:
  • Link together any number of A/R and A/P Payments records
  • Create any number of payment records from a single batch
  • Use the Pay Invoices Button to apply payments to any number of invoices from a single batch
 
A payment batch consists of summary information in the header and a details tab containing an unlimited number of payments. Payments can be added to a payment batch using any combination of these methods:
  • By using the Add Line Button button in the Details table and typing in the data
  • By using the Link Payments Button button in the Details table
  • By using the Pay Invoices Button in the Details table
 
The selections you make for program and project in the header limit what payment records can be added to the details tab. For example, if you select a specific project in the header you can only add, link to or pay records for that project.
 
See Payments for a discussion of general payment concepts.
 
A/R and A/P Payment Batches
1

CONTROL PANEL

1. CONTROL PANEL
 
Control Panel
2

BREADCRUMBS BAR

2. BREADCRUMBS BAR
 
Breadcrumbs Bar
3

HEADER TOOLBAR

3. HEADER TOOLBAR
 
Header Toolbar
4

RECORD TABS

4. RECORD TABS
 
Record Tabs
5

HEADER

5. HEADER
 
  • Program Field - Required
  • Project Field - Required. Filtered by the Program field.
  • ID Field - Required. An alphanumeric ID for the record.
  • Company Field
  • Description Field
  • Currency Header Field
  • Period Field
  • Status / Revision Fields
  • Applied in Full Checkbox
  • Payment Memo Total - Default is "0" but may be edited. This field can be purely notational or it may be used in conjunction with the Pay Invoices Dialog.
  • Payment # Field
  • Payment Date Field - Date Field
  • Type Field
  • Category Field
  • Reference Field
  • Image Gallery
  • Payment Amount Field - Read only. The grand total of the Payment Amount field for all lines in the Details table.
  • Applied Field - Read only. The grand total of the Payment Amount field for lines in the Details table which have been applied to invoices.
  • Unapplied Field - Read only. Payment Amount minus Applied.
  • Posted Field - Read only. The grand total of the Payment Amount field for lines in the Details table which have cost codes.
  • Unposted Field - Read only. Payment Amount minus Posted.
6

DETAILS TABLE TOOLBAR

6. DETAILS TABLE TOOLBAR
 
Details Table Toolbar
7

DETAILS TABLE

7. DETAILS TABLE
 
  • Line # Field
  • Attachments Field
  • Program Field - If a program is selected in the header or if a project is selected in the line this field is read only.
  • Project Field - If a project is selected in the header or if a contract or an invoice is selected in the line this field is read only. This field is filtered by the selection in the Program field.
  • Contract Field - If an invoice is selected in the line this field is read only. This field is filtered by the selection in the Project field. When the line is not in edit mode, click the field to navigate to the linked record.
  • Requisition Field - Select an invoice from the list. This field is filtered by the selection in the Contract field. When the line is not in edit mode, click the field to navigate to the linked record.
  • ID Field - This is directly linked to the ID field in the header. Editing the field here also edits it in the payment record. When the line is not in edit mode, click the field to navigate to the linked record.
  • Company Field
  • Invoice # Field - This is directly linked to the Invoice # field in A/R and A/P Payments. Editing the field here also edits it in the payment record.
  • Payment Method Field -  This is directly linked to the Payment Method field in A/R and A/P Payments. Editing the field here also edits it in the payment record.
  • Payment # Field - This is directly linked to the Payment # field in A/R and A/P Payments. Editing the field here also edits it in the payment record.
  • Payment Date Field - This is directly linked to the Payment Date field in A/R and A/P Payments. Editing the field here also edits it in the payment record.
  • Description Field - This is directly linked to the Description field in A/R and A/P Payments. Editing the field here also edits it in the payment record.
  • Currency Table Field - This is directly linked to the Currency field in A/R and A/P Payments. Editing the field here also edits it in the payment record.
  • Open Balance Field - Read only. The Current Payment Due of the invoice minus the Payments Applied.
  • Payment Amount Field - The amount from the batch that is being applied to the invoice. This cannot result in overpayment of the invoice.
  • Cost Code Field - This is directly linked to the Cost Code field in A/R and A/P Payments. Editing the field here also edits it in the payment record.
  • Period Field - This is directly linked to the Period field in A/R and A/P Payments. Editing the field here also edits it in the payment record.
  • Type Field - This is directly linked to the Type field in A/R and A/P Payments. Editing the field here also edits it in the payment record.
  • Category Field - This is directly linked to the Category field in A/R and A/P Payments. Editing the field here also edits it in the payment record.
  • Reference Field - This is directly linked to the Reference field in A/R and A/P Payments. Editing the field here also edits it in the payment record.
  • Status / Revision Fields - This is directly linked to the Status field in A/R and A/P Payments. Editing the field here also edits it in the payment record.
  • Notes (Memo) Field
  • Applied in Full Checkbox
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