Approve Bills for Payment

Form ID: (AP502000)

You can use this form to approve AP documents (bills, adjustments, and prepayments) for payment. Only documents with a status of Open appear on the list. Only AP bills can be approved on this form. You can select the documents for approval using various criteria.

Note:

If the Require Approval of Bills Prior to Payment check box is cleared on the Accounts Payable Preferences (AP101000) form, AP documents are automatically approved for payment once they're released, and this form is not needed.

Form Toolbar

The form toolbar includes only standard buttons. For the list of standard buttons, see Form Toolbar and More Menu.

Selection Area

By using the elements in this area, you can specify the criteria for the documents you want to display on the list.


Element	Description
Selection Date	The date of approving bills for payment.
Vendor Class	The vendor class for which documents should be displayed. If you select no vendor class, information for all vendors that meet the other selection criteria will be displayed. If the Customer and Vendor Visibility Restriction feature is enabled on the Enable/Disable Features (CS100000) form, the list of vendor classes available for selection may be limited based on the roles assigned to the user account to which you are signed in. In this case, the Restrict Visibility To box appears on the General tab of the Vendor Classes (AP201000) form. With the feature enabled, a vendor class is available for selection if one of the following is true: The Restrict Visibility To box is empty for the vendor class—that is, the vendor class’s visibility is not restricted. A branch, company, or company group is specified in the Restrict Visibility To box for the vendor class, and your user account is assigned to the role specified in the Access Role box of the Configuration Settings section of one of the following: the Branch Details tab of the Branches (CS102000) form for the branch, or the Company Details tab of the Companies (CS101500) form for the company or a company within the company group.
Vendor	The particular vendor for which documents should be displayed. If you select no vendor, you will see information on all vendors meeting other selection criteria. The list of vendors available for selection may be limited based on the role or roles assigned to the user account to which you are signed in if the Customer and Vendor Visibility Restriction feature is enabled on the Enable/Disable Features (CS100000) form. In this case, the Restrict Visibility To box appears on the Financial tab of the Vendors (AP303000) form. With the feature enabled, a vendor is available for selection if one of the following is true: The Restrict Visibility To box is empty for the vendor—that is, the vendor’s visibility is not restricted. A branch, company, or a company group is specified in the Restrict Visibility To box for the vendor, and your user account has the role specified in the Access Role box of the Configuration Settings section of one of the following: the Branch Details tab of the Branches (CS102000) form for the selected branch, or the Company Details tab of the Companies (CS101500) form for the selected company or a company within the company group.
Currency	The currency of the documents to be approved for payment.
Show Approved for Payment	A check box that means (if selected) that you will see documents that have been approved for payment.
Show Not Approved for Payment	A check box that means (if selected) that you will see documents that are not currently approved for payment.
Pay Date Within x Days	A check box that indicates (if selected) that documents will be displayed in the table if they should be paid during the number of days you specify in the unlabeled box. The default value for the box can be specified in the Payment Lead Time box on the Accounts Payable Preferences (AP101000) form.
Due Date Within x Days	A check box that indicates (if selected) that documents will be displayed in the table if they are due in fewer than the number of days you specify in the unlabeled box. The default value for the box can be specified in the Payment Lead Time box on the Accounts Payable Preferences (AP101000) form.
Cash Discount Expires Within x Days	A check box that indicates (if selected) that documents will be displayed in the table if their discount expires in fewer than the number of days you specify in the unlabeled box. The default value for the box can be specified in the Payment Lead Time box on the Accounts Payable Preferences (AP101000) form.
Approved for Payment	A read-only box that shows the total amount of the documents selected for approval. In the table, the system lists document based on the settings specified in the Selection area,which you can select for approval by selecting the unlabeled check box in the row. The total amount in this box is the sum of the amounts of the documents you have selected in the table.
Documents Total	A read-only box displaying the total on all documents listed on the form.

Table

This table displays all the documents that meet the criteria you have specified in the Selection area.

The form toolbar includes only standard buttons. For the list of standard buttons, see Form Toolbar and More Menu.

Table 1. Table Columns
Column	Description
Included	An unlabeled check box that you select to include this document for release. You can click the check box in the column header to include for release all documents on the page.
Type	The type of the AP document.
Reference Nbr.	The reference number of the AP document. You can click the link to view the details of the selected document on the Bills and Adjustments (AP301000) form.
Description	The description provided for the document.
Vendor ID	The identifier of the applicable vendor.
Vendor Name	The vendor's name.
Supplied-by Vendor	The vendor that supplied goods or services. This is a vendor that has been specified in a purchase order or receipt if these documents are involved in your purchasing workflow.
Pay Separately	A check box that indicates (if selected) that the document should be paid for separately.
Pay Date	The pay date of the AP document, which the system assigns to the document on its approval. If the document is approved through this form, the pay date is the date when the document was approved.
Due Date	The due date of the AP document.
Cash Discount Date	The date when the cash discount from the vendor is available for the document.
Balance	The document's amount after the cash discount is taken.
Cash Discount Balance	The amount of the cash discount taken.
Currency	The currency of the AP document.
Payment Location	A vendor location associated with the document.
Payment Method	The payment method used. Payment methods can be created on the Payment Methods (CA204000) form.
Cash Account	The cash account selected for the document.
Vendor Ref.	The external number of the document (the number of the original vendor invoice) included for reference.