About
When your institution receives bills, your accounting department may create a voucher in Campus Cafe, indicating an accounts payable. When you are ready to pay these vouchers, run the accounts payment processing process.
Prerequisites
Check formatting configured.
Vendors created.
Vouchers (accounts payable entry) created and posted.
Required permissions
Module | Number | Description |
|---|---|---|
Accounts payable | 111 | Access to payment processing |
Instructions
Select vouchers
Choose which bills to pay.
Go to Accounting > A/P Payment Processing.
Click Select vouchers for payment.
Select vouchers to pay. Click a column header to sort vouchers, such as sorting by due date.
Click Edit Selected to choose the payment method.
Add voucher to payment batch: Puts the selected voucher(s) in the payment batch.
Add Voucher to payment batch as separate check: If multiple vouchers exist for this vendor, choose this option to produce a separate check for this specific voucher rather than include this payment with other payments for the vendor in a single payment. If a vendor is setup as an ACH vendor, you must select this option if you want a paper check generated instead.
Add voucher to payment batch as ACH: Choose this option if payment will be made using Automated Clearing House (ACH) instead of a check. You may select this option even if the vendor isn’t noted in vendor setup to receive ACH payments.
Remove voucher from payment selection batch: Takes the voucher out of the payment batch so it won’t be paid.
Click Update.
Click Complete Voucher Selection.
Print checks
Go to Accounting > A/P Payment Processing.
Click Print checks and generate ACH file.
Select a Check Book and click XXX
Enter a First Check Number and click Assign
To view checks, click Print Checks. To download a list of ACH payments, click Download ACH File.
Reprint checks
Do this if an error occurs and you need to reprint checks. For example, if your printer jams and you need to reprint the checks using different check numbers, reassign a range of check numbers to a new starting number. For example, if your printer jammed on checks 104-106, you would reassign checks 104 to 106 and enter a first check number of your next available check.
Update check register
This transfers the payment information to the accounting module.
Go to Accounting > A/P Payment Processing.
Click Update check register and end payment processing cycle.
Click Process.
A check registrar report opens in a new tab as a PDF. Ensure your browser allows new windows.
