To Approve Bills for Payment

You can approve multiple bills by using the Approve Bills for Payment (AP502000) form if approval of bills is required in your system. Bills can be paid without approval if the Require Approval of Bills Prior to Payment check box is cleared on the Accounts Payable Preferences (AP101000) form.

To Approve Bills For Payment

1. Open the Approve Bills for Payment (AP502000) form.
2. In the Selection area, clear the Show Approved for Payment check box.
3. Specify the criteria to select the bills you want to approve. Indicate whether you want to take cash discounts, pay for overdue bills, or to pay bills before their due dates as follows:
   • To select the bills with cash discounts available, select the Cash Discount Expires Within check box and specify the maximum number of days in the adjacent box. See To Apply Cash Discounts for step-by-step instructions.
   • To display overdue bills, select the Due Date Within check box, type 0 in the adjacent box, select the Pay Date Within check box, and type 0 in the adjacent box.
4. In the table, review the list of documents that meet the criteria you have specified.
   Note: On the table toolbar, you can use filtering options to display only documents with specific properties. For details, see Saving of Filters for Future Use.
5. To approve all listed bills, on each page, select the unlabeled check box used as a column heading.
6. To approve only some of the bills, select the appropriate unlabeled check boxes in the rows of the bills you want to approve.
7. Optional: If a bill should be paid individually, select the Pay Separately check box in the row for it.
8. In the Approved for Payment box of the Selection area, review the total amount of the bills that you have selected for approval.
   Note: If you change the filter criteria, all unsaved changes will be discarded and the system will display a message asking you to confirm that you want to discard all unsaved changes.
9. Click Save.