Batch Payments

Form ID: (AP305000)

You can use this form to select a batch of payments to vendors for Automated Clearing House (ACH) processing. You can select the batch of payments for processing and export the payments to a file by using the export scenario or the U.S. ACH plug-in, depending on the settings of the payment method specified in the Export Method and Export Scenario boxes on the Settings for Use in AP tab of the Payment Methods (CA204000) form. The file with the exported data can then be emailed to the appropriate bank or processed in another intended way. For details, see Processing ACH Payments.

Form Toolbar

The form toolbar includes standard buttons and form-specific buttons and commands. For the list of standard buttons, see Form Toolbar and More Menu. The form-specific commands can be shown as buttons on the form toolbar, as commands on the More menu, or in both places. These commands are listed in the following table in alphabetical order.


Command	Description
Cancel	Removes all unreleased payments or voids released payments at once from the batch and assigns the Canceled status to the batch. This command is available if the status of the batch is Exported.
Correct	Changes the batch's status from Exported to Balanced so that payments can be added to or removed from the batch. This command is available if the status of the batch is Exported.
Export	Exports the appropriate batch of payments to a file.
Hold	Changes the status of the record to On Hold. You click this command when you want to make changes to the record or pause its processing. This button and command are available if the document has the Balanced status. This status is assigned by default to a new document if the Hold Documents on Entry check box on the Accounts Payable Preferences (AP101000) form is cleared.
Release	Releases the batch of payments.
Remove Hold	Changes the status of the document from On Hold to Balanced, making it possible to release the document. This button and command are available only if the document has the On Hold status. For a new document, they appear by default if the Hold Documents on Entry check box on the Accounts Payable Preferences form is selected.
Void	Voids the released payments in a released batch and the batch itself. The status of the batch is changed to Voided. When you click this command, the system opens the Void Batch Payments dialog box. This command is available if the status of the batch is Released.

Table 1. Void Batch Payments Dialog BoxThis dialog box is opened when you click Void on the More menu (under Corrections).
Element	Description
Void Payments On section
Original Payment Dates	This option button indicates, if selected, that payments in the selected batch will be voided as of their payment dates.
Specific Date	This option button indicates, if selected, that payments in the selected batch will be voided as of a specific date.
Void Date	The date on which the payments in the batch should be voided. This date must be the same as or later than the date of the most recent payment in the batch. This box appears in the dialog box if the Specific Date option button is selected.
This dialog box has the following buttons.
Void	Voids the payments in the batch as of the original payment dates or a specified date and closes the dialog box.
Cancel	Cancels the specified settings and closes the dialog box.

Summary Area

By using the elements in this Summary area, you can select a batch of ACH payments and view its details.


Element	Description
Reference Nbr.	The unique reference number of the batch of payments. You can select a reference number to view (and act upon) a particular batch.
Status	The status of the batch, which the system assigns automatically. A batch can have one of the following statuses: On Hold: The batch has been created and can be edited. This status is assigned to a new batch if the Hold Documents on Entry check box is selected on the Accounts Payable Preferences (AP101000) form. You can add payments to a batch with this status or delete payments from the batch if the payments are not released. Balanced: The batch has been created and can be exported if the Release Batch Payments Before Export check box is cleared on the Payment Methods (CA204000) form for the payment method or released if the Release Batch Payments Before Export check box is selected. This status is also assigned to a batch that was unsuccessfully exported. This status is assigned to a new batch if the Hold Documents on Entry check box is cleared on the Accounts Payable Preferences (AP101000) form. You can add payments to a batch of this status or delete payments from the batch if the payments are not released. Released: All the payments in the batch have been released. Exported: The batch has been exported to a file and is locked for editing. The unreleased payments in the batch remain unreleased. Canceled: All unreleased or voided released payments have been removed from the batch. Voided: All payments included in the batch have been voided and the GL transactions generated for the payments have been voided.
Batch Date	The date when the batch was created.
Document Ref.	The reference number of any document that holds information about the batch, as required by your company's internal policies.
File Export Time	The time when the export was performed.
Cash Account	The cash account used for payment.
Payment Method	The payment method associated with the cash account. Only payment methods that allow batch creation appear on the list. Payment methods are defined on the Payment Methods form.
Bank	The bank that will process the batch of payments.
Batch Seq. Nbr.	The unique number automatically assigned to the batch.
Seq. Number Within Day	The unique number automatically assigned to the batch to distinguish it from other batches generated during the same day.
Description	A description of the batch, which may help to identify it.
Batch Total	The total amount for the batch, calculated as the sum of all payment amounts.

Table

This table contains a list of payment documents added to the batch.

The table toolbar includes standard buttons and buttons that are specific to this table. For the list of standard buttons, see Table Toolbar. The table-specific buttons are listed below.

Table 2. Table Columns
Button	Description
Add Payments	Opens the Add Payments dialog box, where you can select the payments that should be added to the batch.

Table 3. Add Payments Dialog BoxThis dialog box opens when you click Add Payments on the table toolbar. You use this dialog box to add payments to the selected batch. This dialog box is opened if the Cash Account and Payment Method settings are specified in the Summary area. The table in this dialog box shows only AP payments with the *Pending Print* status and an empty Batch Payment Nbr..
Element	Description
Next Payment Ref. Number	Required. The payment reference number that will be used for printing AP payments.
Start Date	The start date of the payments to be shown in the table.
End Date	The end date of the payments to be shown in the table.
The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.
Included	An unlabeled check box that you select to include this payment in the selected batch when you click Add & Close in this dialog box.
Type	The type of payment specified in the Type box on the Checks and Payments (AP302000) form.
Vendor	The vendor ID specified for the payment in the Vendor box on the Checks and Payments form.
Reference Nbr.	The reference number of the payment specified in the Reference Nbr. box on the Checks and Payments form.
Vendor Name	The vendor name specified for the payment in the Vendor box on the Checks and Payments form.
Location	The location ID specified for the payment in the Location box on the Checks and Payments form.
Payment Ref.	The payment reference number, if any, specified for the payment in the Payment Ref. box on the Checks and Payments form.
Payment Date	The date specified for the payment in the Application Date box on the Checks and Payments form.
Currency	The currency specified for the payment in the Currency box on the Checks and Payments form.
Payment Amount	The amount specified for the payment in the Payment Amount box on the Checks and Payments form.
Cash Account	The cash account specified for the payment in the Cash Account box on the Checks and Payments form.
Description	The description of the cash account specified for the payment.
Payment Method	The ID of the payment method specified for the payment in the Payment Method box on the Checks and Payments form.
This dialog box contains the following buttons.
Add & Close	Adds the selected payments to the batch and closes the dialog box. For each payment, the status is changed to Printed, and the Batch Payment Nbr. is set to the Reference Nbr of the payment.
Cancel	Cancels the settings specified in the dialog box and closes the dialog box.

Table 4. Table Columns
Column	Description
Type	The type of payment document.
Reference Nbr.	The payment's reference number, which was automatically generated by the system. If you click this link, the Checks and Payments form opens, on which you can view the details of the payment.
Vendor	The vendor specified on the document.
Location	The vendor's location.
Payment Date	The date of payment.
Status	The status of payment.
Currency	The currency of the payment.
Description	The description provided for the payment.
Payment Method	The payment method used for the payment.
Payment Ref.	The reference number of the payment associated with the payment method.
Payment Amount	The payment amount.
Payment-Related Info (Addenda)	Additional payment information that should be exported to addenda records of the U.S. ACH file. This value is generated automatically when an AP payment is added to a batch. The value is generated according to the formula specified in the Payment-Related Information box on the Plug-In Settings tab of the Payment Methods (CA204000) form. You can update the generated value manually for each AP payment before exporting the batch if the status of the batch is On Hold or Balanced. This column is displayed if for the payment method selected on the current form, the following conditions are met on the Payment Methods form: The payment method has the US ACH Plug-In option selected in the Export Method box on the Settings for Use in AP tab. The Include Addenda Records check box is selected for the payment method on the Plug-in Settings tab.