Filter Suggest Vendor Payments

 

Optionally, users can set additional filter values to reduce the number of items to be added to this payment batch. This is done under the "Filter: Vendor" section. 

For example, users can filter based on the preferred Payment Method Code assigned to the Vendors. The filter below would only capture payments where the vendor's preferred Payment Method Code is Check.

 

 

Warning Messages during Suggest Vendor Payments

1. Users may encounter one or more warning messages during the Suggest Vendor Payments process.

"There are payments in other journal batches that are not suggested here..."

This message indicates that there are payments that fit the defined filter, but they have already been inserted into another payment batch. Click "Yes" to review those payments or click "No" to proceed without reviewing them.

2. "Payments were not included since vendors are not "GOverify Exempt", are Ineligible, Revoked, or have not been checked within 30 days..."

This message indicates that there are payments whose payee has not been verified (using GOverify) within the past 30 days. Click "Yes" to review those payments or click "No" to proceed without reviewing them.

 

 

Remove Items from a Payment Batch

 

If the Payment Journal contains items you do not wish to pay at this time, the item can be deleted from the payment batch. Note: Only items that have not yet had a check printed/EFT file generated can be deleted from the payment journal.

1. Select the three vertical dots icon for the line to be removed

2. Click "Delete Line", then "Yes" to confirm.

 

If there are numerous items to remove from the payment batch:

1. Select the three vertical dots icon for one line and choose "Select More".

 

2. Use the bubbles to select the items to be removed. Then click the "Manage" menu, then "Delete", then "Yes" to confirm.

 

 

  Print Checks

1. Once the Payment batch has been populated, ensure that all rows needing a check printed have a Bank Payment Type of "Computer Check". Then, click the "Check" menu

 

2. Click "Print Check"

 

3. Confirm the Last Check No. and click "Print" (The checks to be printed will be numbered starting with the next number in the sequence AFTER the Last Check No.)

 

4. At this point, the printer dialog should open. Print the check(s) and CONFIRM ALL PAGES PRINTED CORRECTLY BEFORE CONTINUING TO THE NEXT STEP!

5. Note that the Document No. for each payment number has been replaced with the Check No. value. Select "Post" and then "Yes"

 

 

Combine Multiple Payments into one Check

 

When there are multiple payments to the same Vendor/Payee in a payment batch, it is possible to consolidate them into a single check, if desired. Note: Lines can only be combined if they contain the same Posting Date and vendor Account No. value. To do this, there are two settings to consider:

1. On each payment line, the Document No. value must be the same for items to be combined. This can be done manually after the lines are added to the payment batch, or automatically during the Suggest Vendor Payments process.

During the Suggest Vendor Payments process, if the "New Doc No. per Line" option is toggled off, the system will automatically assign the same Document No. value to all payment lines that share a Vendor.

 

2. When viewing the Print Check dialog, you must toggle on the option for "One Check per Vendor per Document No."

These settings will produce checks that combine payments for the same vendor into one document.

  Related Resources

Sorting Checks Knowledge Article: Payment Journal – Sorting Checks

Voiding Checks and Payments Knowledge Article: Voiding and Reversing

Posting Manual Checks Knowledge Article: How to Post Manual Checks

Electronic Funds Transfers Knowledge Article: Electronic Fund Transfers