Process Payments / Print Checks

Form ID: (AP505000)

You use this form to:

Print checks for payment documents (AP payments and cash purchases). For details, see To Print Checks.
Create a batch of ACH payments for the appropriate payment method. For details on configuring and processing these payments, see ACH Payments.
Schedule payments for processing in BILL. For more information on the setup of BILL integration, see Setup of Integration with BILL and International Payments with BILL. For details on processing international payments, see Processing International Payments.
Send payments for processing in AvidXchange. For more information on the setup of AvidXchange integration, see Integration with AvidXchange. For details on processing payments, see Processing Payments Through AvidXchange.

To use this form, you select payments by their cash account and payment method in the Selection area, and view the list of payments that meet the criteria in the table. You can then process all listed payments or only those you select.

Form Toolbar

The form toolbar includes the buttons described below.

Button	Description
Process	Processes the selected payments as follows: For payments that require check printing, generates the checks and displays them one at a time. For BILL payments, opens a widget in which you enter your verification code. After the code is accepted, the payments are scheduled for processing. For AvidXchange payments, sends the payments to AvidXchange for processing.
Process All	Processes all the listed payments as follows: For payments that require check printing, generates the checks and displays them one at a time. For BILL payments, opens a widget in which you enter your verification code. After the code is accepted, the payments are scheduled for processing. For AvidXchange payments, sends the payments to AvidXchange for processing.

Button

Description

Process

Processes the selected payments as follows:

For payments that require check printing, generates the checks and displays them one at a time.
For BILL payments, opens a widget in which you enter your verification code. After the code is accepted, the payments are scheduled for processing.
For AvidXchange payments, sends the payments to AvidXchange for processing.

Process All

Processes all the listed payments as follows:

For payments that require check printing, generates the checks and displays them one at a time.
For BILL payments, opens a widget in which you enter your verification code. After the code is accepted, the payments are scheduled for processing.
For AvidXchange payments, sends the payments to AvidXchange for processing.

Selection Area

You use the elements in this area to select payments to be displayed in the table.

Element	Description
Payment Method	The method of payment associated with the cash account. Payment methods are created on the Payment Methods (CA204000) form. If the payment method you have selected involves printing checks, you can print the check by using this form. If the payment method allows batch creation, a batch of payments can be created.
Cash Account	The cash account to be used as a source account for payment.
Currency	A read-only box that displays the currency of the cash account.
Next Check Number	A text box that is required only if the AP-Suggest Next Number option on the Payment Methods (CA204000) form has been selected for this payment method. The system generates the next check number as the previous number incremented by 1, but you may type another number.
Next Payment Ref. Number	A text box that is required only if the AP-Suggest Next Number check box on the Payment Methods (CA204000) form has been selected for this payment method. The system generates the next payment reference number as the previous number incremented by 1, but you may type another number. This box appears on the form if the selected payment method has been configured for the creation of payment batches. Such a payment method has the Create Batch Payments option button selected and export settings configured on the Settings for Use in AP tab of the Payment Methods (CA204000) form.
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.
Selection Total	A read-only box whose value is the total amount of the selected payment documents.
Number of Payments	A read-only box whose value is the total number of selected payment documents.

Table

This table displays a list of payment documents (AP checks) selected by the cash account and payment method specified in the Selection area. Only documents with the Pending Processing status are listed.

Table 1. Table Columns
Column	Description
Included	An unlabeled check box that you select to include this payment in processing.
Payment Ref.	The payment ID (as a check number), 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 payment method associated with the cash account, located on the Cash Accounts (CA202000) form.
Payment Date	The date of the payment. This date corresponds to the Application Date on the Checks and Payments (AP302000) form.
Type	The type of the document.
Reference Nbr.	The reference number of the AP check or other payment as generated by the system according to the numbering sequence assigned to specific document type.
Vendor ID	The vendor specified on the document, by its ID.
Vendor Name	The vendor's name.
Payment Amount	The amount after the cash discount was taken.
Disbursement Method	The vendor's disbursement method. This box displays the option specified for the vendor in the Preferred Disbursement Method box on the Payment tab of the Vendors (AP303000) form.
Pay Faster	A check box that indicates (if selected) that BILL’s Pay Faster service has been requested for the payment. This column appears in the table if the payment method has the External Payment Processor means of payment and the BILL plug-in is used.
Fast Delivery Method	The fast delivery method for the document. This column is filled in if the Pay Faster check box is selected for the document on the Remittance tab of the Checks and Payments (AP302000) form. This column appears in the table if the payment method has the External Payment Processor means of payment and the BILL plug-in is used.
Rate Expires On	The date and time (in the user’s local time zone) when the current external exchange rate expires. If the vendor’s bill currency is not USD, the system shows a warning in this column if the rate has expired. This column appears in the table if the payment method has the External Payment Processor means of payment and the BILL plug-in is used.
Disb. Amount	The amount that the vendor will receive. For payments in USD, this amount matches the one in the Payment Amount column. For an international payment in a foreign currency, this is the amount in the currency specified in the Disbursement Currency column. This column appears in the table if the payment method has the External Payment Processor means of payment and the BILL plug-in is used.
Disbursement Currency	The currency in which the vendor will receive the payment. This column appears in the table if the payment method has the External Payment Processor means of payment and the BILL plug-in is used.

Table 2. Process Payments with Expired Rates Dialog Box.
This dialog box is displayed when you click Process or Process All on the form toolbar if any selected payments have expired exchange rates. For these payments, warnings appear in the Rate Expires On column. In this dialog box, you select how you want the system to proceed.

This dialog box is shown if the payment method has the *External Payment Processor* means of payment and the *BILL* plug-in is used.
Element	Description
Apply Today's Rate and Schedule Payments	An option button you select for the system to apply today's exchange rate to all payments with expired rates, recalculate their amounts accordingly, and schedule the payments.
Apply Today's Rate Without Scheduling	An option button you select for the system to process only payments with valid exchange rates. All payments with expired exchange rates are recalculated but not processed. After you close this dialog box, you should review the recalculated payments again in the table.
Skip Payments	An option button you select for the system to process only payments with valid exchange rates. All payments with expired exchange rates will be displayed in the table with the same warnings.
This dialog box has the following buttons.
Process	Processes the selected documents.
Cancel	Closes the dialog box without applying any changes.