Batch Accounts Payable Detail Page

Use this page to add an accounts payable record to a batch file or to change an existing batch record. You also can use the detail page to create a new batch file.

Menu Path

From the Fund Accounting menu, select Entry & Processing. From the Payable Entry menu, select Batch Accounts Payable.

To display the page for adding new batch payables, click Add new.
To display the page for changing a batch payable, select the batch in the upper list section, select the payable in the lower section, and then click OK.

Page Sections

The Batch Accounts Payable detail page includes the following sections:

Payment Type Section	Enables you to select whether the payable references an existing purchase order/encumbrance record or a payment that is not related to a PO/encumbrance.
General Payable Data Section	Displays fields identifying the batch file and payable record. In this section, you enter vendor and invoice information, payment and vendor check settings, and the payable amount.
Payment Distribution Section	Allows you to distribute the payment among the open line items for a PO/encumbrance or enter the accounting distribution for a payable that does not reference a PO/encumbrance.

Action Bar Items

The Batch Accounts Payable detail page displays the following Action Bar items:

Asset Information	Displays the Asset Information page for listing, updating, and adding fixed assets information.
Change Orders	Displays the Change Orders page for listing, updating, and adding change orders.
Alternate Vendor	Displays the Alternate Vendor Information page where you can select or add a new Accounts Payable address for the vendor associated with the payable.

When you access the Payment Distribution section, the Action Bar continues to display the Asset Information and Change Orders items. In addition, the following items display:

Delete Row	Deletes a selected distribution row.
Discount	Displays the Discount Information page where you can adjust the vendor discount amount and tax rates applied to a line item payment in the payment distribution section. For details, refer to the Discount Information Page.
Quantity	Displays the Quantities Received page where you can record receipt of purchase order items. This item is only available when you use the Purchase Order Payment option. For details, refer to the Quantities Received Page.
Approval Status	Displays the Payables Approval Status page where you can view the distribution item's approval status if you use approval processing for your payable records. This item only displays if approval information exists for the record you are viewing. For details, refer to the Payables Approval Status Page.

Toolbar Items

Additional items are available on the page's toolbar for adding information to a payable record. For details, refer to:

Hold Field

Each batch payable record has a Hold checkbox that you can view and update in the Batch Accounts Payable detail page. This field determines whether the payable record can be posted to Fund Accounting.

If the field is selected, then the payable is on hold and cannot be posted. Approval records also cannot be generated.
If the field is not selected, then the payable can be either posted to Fund Accounting or if applicable, routed for approval processing.
When you add a new payable to a batch file, the system automatically selects the Hold field. You cannot access this field when adding a record in the detail page.
To clear a payable's Hold field, you have two options after the record has been added and saved:
You can access the payable in the Batch Accounts Payable detail page, clear the Hold field, and save the update by clicking OK.
You can clear the Hold field for all records in a batch file by clicking the Release/Post item in the Batch Accounts Payable list page and selecting the Release Only or Release and Post option in the Release/Post page.

For related information, refer to the Procedures section in Batch Accounts Payable List Page.

Create Batch Payable Records

In the following procedure, Step 4 enables you to add payable records to either a new batch or an existing batch.

On the Batch Accounts Payable list page, click Add new.
In the detail page's Payment Type section, select a payment option for the batch's first payable:
- Purchase Order Payment (default) - to add a payable that references a purchase order or encumbrance.
- Non-Purchase Order Payment - to add a payable that does not reference an existing PO or encumbrance.
In the Control Number field:
- Start a new batch file by entering a unique (unused) number.
- To add payables to an existing batch, enter the batch's control number.
Add a payable record by completing the fields in the General Payable Data and Payment Distributions sections.
If you are adding multiple records to the batch, leave the Continuous checkbox selected.
Click OK to save the batch, including the new payable record.
Repeat Steps 5-6 for each additional payable.
After saving the last record to the batch, click Back to return to the Batch Accounts Payable list page.

Update Batch Payable Records

To access and update an existing batch record in the detail page, you need to have the appropriate security resource defined in your Users record. If so you can make changes to batch payables even if they are undergoing approval processing, as long as they have not been denied.

On the Batch Accounts Payable list page, in the upper list section, select the batch file containing the payable you want to update. The selected batch's payable records appear in the lower list section.
In the lower list section, select the payable you want to update, and then click OK to display the record in the Batch Accounts Payable detail page.
If the record is not in review for approval, proceed to Step 5.
If the record is in review, click Approval Status to see whether an approver left any instructions for specific changes you need to make.
In the General Payable Data section, change the fields as needed.
Important
If you change the *Approval* field for a record already undergoing approval, the system automatically restarts the approval process for the payable when you save the update. In this case, you will need to resubmit the batch record for approval by posting it.
To assign an alternative address to the payable, click Alternate Vendor on the Action Bar. For details, refer to Alternate Vendor Information Page.
In the Payment Distribution section, update the line item payment information (Purchase Order Payment option), or update the payable's accounting distribution (Non-Purchase Order Payment option).
- To adjust the discount amount or tax rate for a line item or accounting distribution row, select the appropriate Amount field, and then click Discount.
  For details, refer to Discount Information Page.
- For payables that reference a purchase order, you can adjust a line item's quantity received by accessing any field on the line item's row and clicking Quantity.
  For details, refer to the Quantities Received Page.
Click OK to save the updated payable record. If the payable is undergoing review, refer to Step 9. Otherwise, proceed to Step 10.
If you updated a payable undergoing approval, a message will display asking if you would like to restart the approval process.
- Click Yes to restart approval processing for the batch payable.
- Click No to save the changes and keep the record in review.
Important
If you updated a record that has the Correction hold status, you need to restart approval for the payable to display in the Approve/Deny Payables option for the appropriate personnel.
If the Continuous checkbox is selected, the system refreshes the detail page with data for the next payable displayed in the Batch Accounts Payable list page.
Otherwise, you return to the list page.
If you restarted approval processing for a record that was in review, make sure you post the batch payable so the system can recreate the appropriate approval records. For the posting procedure, refer to Batch Accounts Payable List Page.

Fields

Payment Type Section

Field

Description

Payment Type

Displays the following radio buttons. The default setting cannot be changed.

Purchase Order Payment - indicates the payable is for a purchase order or encumbrance.
Non-Purchase Order Payment - indicates the payable does not reference a purchase order or encumbrance.

If needed, you can change the payment type while adding payable records. In this case, both options will include records with both payment types.

General Payable Data Section

Field	Description
Control Number	Number or code identifying a batch file. Character/8 To create a batch, enter a unique (unused) number. To identify an existing batch, enter its control number. Using a batch file enables you to group items and then process vendor checks for all the items included in the batch. If you use an approval process for payables, the system refers to the control number to identify the batch when payable items are routed for approval. In addition, you can use the control number to search for payable records when generating reports, issuing checks, and tracking transactions in the Detailed Displays > Transactions option.
Period Or Yr	The fiscal year period and year associated with the payable.
PO Or Encumber	Number for the purchase order or encumbrance you are paying. Purchase Order Payment option only. Character/8 The system lets you distribute the payable amount among the line items for the PO or encumbrance in the payment distribution section. The field name is defined in the Fund Accounting Profile. You can enter payables for current fiscal year encumbrances, or you can work with encumbrances from the previous year if it is not closed. To do so, you would reset the fiscal year period to Period 13 of the prior year. The Approval field displays based on settings in the Fund Accounting Profile and the Payment Type you select. Your site might use an approval process for non-purchase order payments but not for PO payments or vice-versa. This is all based on the record-keeping practices where you work.
Approval Group	Code identifying the payable's approval group. The field title is defined in the Fund Accounting profile. The accounts payable approval process can be set up in the Profile for approval by either key organization (from the Organization Chart) or user-defined groups. For an explanation of how approval groups affect accounts payable approval, refer to Accounts Payable Approval.
Vendor	Code identifying the vendor you are paying. Following are a few points to consider when working with vendor codes: If you have vendor codes with leading zeros, such as 000005, you must enter the full code. If the Default No PO Payment Info field in the Fund Accounting Profile is selected and you are making multiple entries using the Non-Purchase Order Payment option, the vendor code defaults from the previous entry. When you enter a code, the Vendor Address displays for you to verify the Accounts Payable address. To associate a different address with the vendor, use the Post Accounts Payable Alternate Vendor item. For details, refer to the Alternate Vendor Information Page. After you select a vendor or alternate vendor address, the system displays the corresponding EFT indicator next to the Cash Account field. For a complete explanation, refer to the Electronic Funds Transfer section of Accounts Payable Processing.
Invoice	Invoice number or other reference information for the bill you are paying. Character/30 If the Duplicate Invoice Checking field in your Fund Accounting Profile is set to F - Fatal, the system checks the invoice number/vendor combination and prevents the transaction if it finds a match. If the flag is set to W - Warning, the system issues a warning if a duplicate exists. If the Default No PO Payment Info field in the Fund Accounting Profile is selected and you are making multiple entries using the Non-Purchase Order Payment option, the Invoice field value defaults from the previous entry.
Invoice Date	Issue date that appears on your vendor invoice. If you are using the Non-Purchase Order Payment option and the Fund Accounting profile Default No PO Payment Info field is selected, then the system defaults the invoice date from your previous entry.
Due Date	Due date for the invoice. This date is used to determine whether to apply a discount from the vendor record. The system defaults a date as determined by the Discount field in the vendor record. If the Discount field is A - Always or N - Never, then the system defaults the current system date. If the Discount field is T - Discount Period, then the system defaults a date by adding the vendor's discount days to the current system date. If you change the default, then you need to enter a date that is earlier than the system-calculated date if you want the vendor discount applied. The due date must be greater than the system date for the system to calculate the discount for vendors with the T - Discount Period setting.
Bank Account	If the Print Checks by Bank Account option is selected in the Fund Accounting profile, the Bank Account field appears and you must select the relevant bank account from the drop-down list. If the Print Checks by Bank Account option is not selected, the Bank Account field is optional. The Cash Account will be determined based on the configurations present for the selected bank account for transaction processing. In addition, if the Display Cash Account Number for Payables option is selected in the Fund Accounting profile, the user will see the cash account to be charged and the interfund due to account if the transaction contains an interfund entry. The Print Checks by Bank Account option is available in release 22.4 and higher.
Cash Acct	Cash account code for this transaction. You must enter an asset account number. The system defaults the account defined in the Fund Accounting Profile.
Payment Type	Setting indicating whether payment is partial or final. Purchase Order Payment option only. P - Partial Payment - Allows you to post partial payments for the PO or encumbrance's line items. You can make additional payments for the encumbrance at a later time. F - Final Payment - Makes the payable record the final one you can create for the encumbrance, whether or not you pay the entire remaining balance.
Single Check	Checkbox indicating whether the system should print the check for this invoice independently from any other payments made to this vendor. The Single Check field is available for payables with one of the following EFT settings: No EFT, Prenote-Savings, and Prenote-Checking. To combine several invoices from the same vendor into one check, leave the checkbox blank. Up to 21 payables for the same vendor can appear on a single check stub. If, during a vendor check run, there are more than 21 payables grouped together for the same vendor, then the system lists the first 21 payables on one check stub, and the attached check is marked as void. The next check stub lists the remaining payables. This stub is attached to the valid check. To issue separate checks for each invoice from the same vendor, select this field for all payables pertaining to the vendor. A payable must have a unique invoice number if you want to process it as a single check; the Invoice field must contain an invoice number. The Print Check field replaces the Single Check field if the EFT - Checking or EFT - Savings indicator displays next to the Invoice Date field.
Auto Display	Setting determining how you enter payment distribution for a PO or encumbrance's line items. This field only displays for the Purchase Order Payment option. Also, you cannot use Auto Display if the encumbrance has been liquidated or if there is a change order pending approval. If you select this checkbox, then all items display in the Payment Distribution section, and the Net Payable amount is distributed proportionately for the existing encumbered accounts. If you leave the checkbox blank, then you must enter the line item number in the Payment Distribution section for each line item you want to pay. When the Auto Display field is selected, your entries in the following payment-related fields determine the amount to distribute when you access line items in the Payment Distribution section. Changes made to the discount, sales tax, or use tax are reflected in the payment distribution.
Fixed Asset	Checkbox indicating whether the item meets asset requirements defined in the Fixed Assets Profile. If the field is selected, the system generates an interface record in Fixed Assets when the payment is posted. This field only appears with the Non-Purchase Order Payment option. The system selects this box by default under the following conditions: The distribution account is in the range defined in the Fixed Assets Profile. The amount for the distribution account is in the range defined in the Profile. If these conditions are not met, you can still select the field to generate a Fixed Assets interface record. If you do not use the Fixed Assets System, leave the field blank.
Total Entry	Cumulative total of payables having the same control number as the payable record you are currently entering.
Payment Amount	Amount due for the purchase order before discounts and tax rates are assessed. Decimal/12,2 If the Auto Display checkbox is selected, the system defaults the remaining balance for the PO or encumbrance. If the Auto Display checkbox is blank, an amount of 0.00 defaults. The system tracks the amount based on your entries in the payment distribution section. If the Auto Display checkbox is selected, the system distributes this amount when you access the payment distribution section. If the total of your entries in the payment distribution section is different from the payment amount, the system recalculates this value.
Discount	Amount of the discount taken. If the payable is not eligible for a vendor-based discount, the system skips this field. Decimal/12,2 You can use the Discount item to adjust the vendor discount amounts and tax rates. For details, refer to the Discount Information Page.
Sales Tax	Total sales tax for the encumbrance, based on the rate from the Vendor List. Decimal/12,2
Use Tax	Total use tax for the encumbrance, based on the rate from the Vendor List. Decimal/12,2 Use tax is not included in the check amount; it is tracked by the system until you are ready to submit the tax to your taxing agency. It is not disbursed to the vendor.
Net Payable	Net amount for the payable, calculated as follows: Payment Amount - Discounts + (Sales and Use Taxes) = Net Payment

Payment Distribution Section

Following are the definitions for the fields you use to distribute payment amounts for the payable record.

If you are using the Purchase Order Payment option and the Auto Display field is selected, the system displays all of the encumbrance's line items.
If you are using the Purchase Order Payment option and the Auto Display field is not selected, then you need to enter an item number to display the associated line item information.
If you are using the Non-Purchase Order Payment option, then use this section to distribute payment to expenditure budget accounts, and there are no line items to reference.
If the Full Account Window page displays, refer to Payable Entry for the steps to select an Expenditure Ledger account.

Field	Description
Item	Encumbrance line item number. Purchase Order Payment option only. If the Auto Display checkbox is blank, enter a line number to display the associated accounting and cost information. Character/2 If the Auto Display field is selected, then this is a display-only field that shows the PO line item for each accounting distribution row.
Budget Unit	Low organization where the expense is charged. Character/16 This is a display-only field when using the Purchase Order Payment option. With Non-Purchase Order Payment option, you need to enter the budget unit for the expenditure budget account where you are distributing the expense. The field title is defined in the Fund Accounting Profile. If your Fund Accounting Profile is set up for full expensing, the Full Account Window page will display for entering the budget unit. For the procedure, refer to Full Account Window Page.
Account Number	Account number for the budget unit-account where the payment is distributed. Charges can be distributed to multiple accounts as long as you distribute the entire cost, or the entire amount can be charged to a single account. This is a display-only field when using the Purchase Order Payment option. When you use the Non-Purchase Order Payment option, you need to enter the account number. When you save the payable, the system checks each distribution item's expenditure account to see if it falls in any of the ranges from the Account Approval table. An approval record is created for each range that applies. In the Fund Accounting profile, if Use Fund Only is unchecked and Full Account Format is selected under the System Options tab, the account number is displayed in the full account format. In case of a non-purchase order payment, you must enter the account number in the full account format.
Paid To Date	Amount paid to date for this purchase order or encumbrance line item. Purchase Order Payment option only.
Amount	Amount of the payment you are applying to the line item. The field works differently depending on the payment type you are using: Non-Purchase Order Payment - Enter the amount for the line item. Purchase Order Payment - The system uses the Auto Display field to determine whether an amount defaults in this field. If the Auto Display field is selected, then the system defaults an amount. If the Auto Display checkbox is blank, you need to enter the amount. Some added considerations for this field are as follows: To adjust the discount and tax rates for a purchase order payment line item amount, use the Discount item. For details, refer to the Discount Information Page. If the system applies a discount to a purchase order payment, you can only update the Amount field by using the Discount item. The system uses the payable's vendor to determine whether a discount applies. To apply discount and/or tax rates for a non-purchase order payment line item amount, click Discount. Again, refer to the Discount Information Page. If the Payment Type field is F - Final, the amount you enter pays off the line item, whether or not you enter an amount covering the item's balance. If the Pay Prior To Receive field in the Fund Accounting Profile is set to W - Warning or F - Fatal, a message appears if you try to make final payment for an item that is not fully received. If you have the required security resource, you can use the Quantity item to display the Quantities Received page and enter receipt of the PO item. For details, refer to the Quantities Received Page. When you save the payable, the system checks each distribution line item's amount to see whether it falls within the amount range for each required approval level from the payable's approval group. Approval records are created accordingly. Decimal/12,2
Project	Code for the project where the payment's expense is distributed, if you use project accounting. Character/8
Account	Account code for the project budget account where the item's expense is distributed, if you use project accounting. This field is display-only if you are using the Purchase Order Payment option. Character/8
1099	Code for the type of 1099 payment associated with this line item. M - 1099-Misc - Rents, royalties, other income, fishing boat proceeds, medical/health care payments, non-employee compensation, substitute payments, crop insurance proceeds, and attorney fees. G - 1099-G - Unemployment compensation, state/local income tax, qualified state tuition earnings, taxable grants, and agriculture payments. I - 1099-Int - Interest income, early withdrawal penalty, interest on US savings bonds and treasury obligations, investment expenses, and foreign tax paid. N - No 1099 - Payments are not reported as 1099 income.
Description	Description of the line item payment. Use of this field enables you to easily identify transactions on reports, and the description prints on the remittance voucher. When you use the Purchase Order Payment option, the system defaults the description from the PO or encumbrance line item. Character/25
Balance	Current balance amount for this line item. Purchase Order Payment option only.