Payable Template Page

Use this page to view an existing standard payable record and update it if needed. In addition to the fields used in adding a payable to a template, the page includes a Hold field, which determines whether the payable is eligible for posting to Fund Accounting.

Menu Path:  Fund Accounting > Entry & Processing > Payable Entry > Standard Payables > select the desired template > click OK > search for and select a payable > click OK

Action Bar Item

The following item displays on the Payable Template page's Action Bar after you reach the Payment Distribution section:

Hold Field

Each standard payable record has a Hold checkbox that you can view and update in the Payable Template page. This field determines whether the payable record can be posted to the live Fund Accounting database.

• If the field is selected, then the payable is on hold and cannot be posted to Fund Accounting or routed for approval.
• If the field is not selected, then the payable can be posted to Fund Accounting and approval records can be generated if you use AP approval.

When you are adding a new standard payable to a template in the Template Entry page, the Hold field does not display. The system leaves the field blank by default when you first access the payable in the Payable Template page. If needed, you can select the field at this point to put the record on hold.

When you use the main Payable Templates page's Post item for a selected template, the system posts each payable in the template that does not have its Hold field selected.

For descriptions of the fields in standard payable records, refer to Template Entry Page.

Updating an Existing Payable Record

1. Select Fund Accounting > Entry & Processing > Payable Entry > Standard Payables to display the Payable Templates page.

2. Select the desired template, and then click OK to display the Template Payable page.

3. In the Search Criteria section, enter criteria to identify the records to list, and then click Find. To run an advanced search, use the Advanced button.

4. Select the payable you want to update, and then click OK to display the Payable Template page.

5. In the General Payable Data and Payment Distribution sections, change the fields as needed.

   • To put a payable on hold, select its Hold checkbox. Clearing the box allows the payable to be posted.

   • To add multiple records to the template, select the Continuous checkbox.

   • To adjust the vendor discount amount and tax rates for a line item in the Payment Distribution section, click Discount.

6. Click OK to save the updated record.

   • If the Continuous checkbox is selected, the system refreshes the Payable Template page with data for the next record listed in the Template Payable page. You can update the record by repeating Steps 5-6.

   • If the Continuous checkbox is not selected, you return to the Template Payable page.