Release Payments

Form ID: (AP505200)

You can use this form to release internal AP payment documents (such as payments, cash purchases, and voided payments). You can use selection criteria to filter the list of documents, and you can release all the listed documents or only those you select. For details on using this form, see Paying AP Bills.

Form Toolbar

The form toolbar includes standard and form-specific buttons and commands. For the list of standard buttons, see Form Toolbar and More Menu. The form-specific commands are listed in the following table.

Button Description
Process Initiates processing, based on the selected action, of the selected documents.
Process All Initiates processing of all documents, with the specific type of processing dependent on the action selected, listed in the table.

Selection Area

You use the elements in this area to select (by cash account and payment method) the payments to be displayed in the table.

Element Description
Payment Method The payment method associated with the cash account. Payment methods are defined on the Payment Methods (CA204000) form.
Cash Account The cash account to be used as a source account for payment.
Action The action to be taken when Process or Process All is invoked. The following options are available:
  • Release: Releases printed payments, cash purchases, and voided payments. That is, changes their status to Closed, and creates unposted batches or posts batches directly to the general ledger. Whether transactions are directly posted on release is defined by the Automatically Post on Release check box on the Accounts Payable Preferences (AP101000) form.
  • Reprint: Prepares the printed checks for reprinting with the same check number. That is, the system clears the Payment Ref and the Printed boxes. The check number is freed and can be used once again. The processed checks are available for printing on the Process Payments / Print Checks (AP505000) form.

    The action is available for payment methods that involve check printing.

  • Reprint with New Number: Prepares the printed checks for reprinting with the new check number. That is, the system clears the Payment Ref and the Printed boxes. The check number is voided. The processed checks are available for printing on the Process Payments / Print Checks (AP505000) form.

    The action is available for payment methods that involve check printing.
Currency A read-only box that displays the currency of the cash account.
GL Balance A read-only box that shows the balance of the cash account calculated based on the released GL transactions.
Available Balance A read-only box displaying the balance of the cash account calculated in accordance with the options selected in the Receipts to Add to Available Balances and Disbursements to deduct from Available Balances sections on the Cash Management Preferences (CA101000) form.
Next Check Number

The next check number, which the system generates as the previous number incremented by 1; you can type another number.

This optional box is visible only if the Auto-Number option on the Cash Accounts (CA202000) form has been selected for the payment method associated with the selected cash account.

Table

This table displays a list of payment documents that have the cash account and payment method you have selected above.

Table 1. Table Columns
Column Description
Included An unlabeled check box that you select to include this payment document for release when you click Process.
Payment Ref. The payment ID, which was automatically generated by the system or manually entered as an external reference when the payment was saved. Whether the system generates this number is controlled by the Auto-Number option for the payment method associated with the cash account, located on the Cash Accounts (CA202000) form.
Payment Date The date when the payment document was entered.
Type The type of the document. The following types are available:
  • Payment: This document will update the balances of the cash account and the vendor's Accounts Payable account by the amount paid to the vendor.
  • Voided Payment: This type refers to a canceled document.
  • Prepayment: This document will update the balances of the cash account and the vendor's prepayment account by the amount of a down payment to the vendor.
  • Cash Purchase: This document will update the balances of the cash account and the vendor's Accounts Payable account by the amount paid to the vendor.
  • Voided Cash Purchase: This type refers to a canceled cash purchase.
Reference Nbr. The document ID, which was assigned by a numbering sequence.
Vendor The vendor for whom this payment is intended.
Vendor Name The name of the vendor for whom this payment is intended.
Payment Amount The amount of the payment document.