Accounts Payable Payment Processing

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

Instructions

Select vouchers

Choose which bills to pay.

1. Go to Accounting > A/P Payment Processing.

2. Click Select vouchers for payment.

3. Select vouchers to pay. Click a column header to sort vouchers, such as sorting by due date.
   
   

   Open

   

   In this example, the ABC Corp. voucher will be paid while Starfleet will not be paid.

    

4. 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.

5. Click Update.

6. Click Complete Voucher Selection.

Print checks

1. Go to Accounting > A/P Payment Processing.

2. Click Print checks and generate ACH file.

3. Select a Check Book and click XXX

4. Enter a First Check Number and click Assign

5. To view checks, click Print Checks. To download a list of ACH payments, click Download ACH File.

Reprint checks

Select Reprint Checks if an error occurs and you need to reprint. If there is no reassignment of check numbers and all checks need to be reprinted select Print All Checks.

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There are 3 options for the partial reprint and reassignment of check numbers.

Option A - For example, you do not put enough checks in the printer prior to printing checks 209 and 210 print out on blank paper. Key in the check number 209 in the First Check Number to Print and click partial reprint. This will not reassign check numbers but reprint from the check number entered in the first check number to print.

Option B - For example, if your printer jams and you need to reprint the checks from a specific check number to the end. If you have 5 checks 205-210 and the printer jams on 208 and this check is destroyed but the check paper for check 209 is still good. You can select option B and reprint and reassign check numbers starting with From Check Number 208. Since the check 209 is still available, your First Check Number to Print is 209. Once Partial Reprint is selected, check 208 will be reassigned 209, 209 will now be 210 and check 210 will now be assigned 211.

Option C - For example, you’re printing checks 205-210. The the printer jams on 208 and 209, but prints check 210 correctly. You can then enter a range of checks to reprint and reassign with From Check Number 208 and To Check Number 209. Since check 210 printed properly the First Check Number to Print would be 211. Upon clicking on Partial Reprint, check 208 will print on check 211 and check 209 will print on check 212.

Update check register

This transfers the payment information to the accounting module.

1. Go to Accounting > A/P Payment Processing.

2. Click Update check register and end payment processing cycle.

3. Click Process.

4. A check registrar report opens in a new tab as a PDF. Ensure your browser allows new windows.