GUI Accounts Payable Check Run

Vision GUI Path			Related Vision GUI Path
	Accounts Payable	—> Cash Disbursement —> A/P Check Batch Inquiry —> A/P Batch History		Vision Configuration —> Security Maintenance —> User Maintenance —> [Selected User] > Roles
			Related Vision Back Office Functions
				AUTO	12.1.1.3	Bank Maintenance
				OP	12.1.1.3	Bank Maintenance

As of release 10.0, many accounts payable actions you previously performed through the Vision Back Office can be accomplished through the Vision GUI Accounts Payable tab.

Note: To have access to the functionality described in this topic, at least one of your user roles must have the A/P CASH DISBURSEMENT job function. This job function is automatically included in the standard Accounts Payable Manager role.

This topic contains the following:

Overview

Cash Disbursements

A/P Check Batch Inquiry

A/P Batch History

Equivalent Vision Back Office Functions

You cannot use both the Vision GUI and the Vision Back Office to work with cash disbursements functionality.

The the Vision GUI cash disbursements functionality is equivalent to the Vision Back Office operations but the two sets of tools are NOT compatible with each other.

Use one or the other but not both.

For more information, see
Equivalent Vision Back Office Functions.

Screen	Functionality Provided
Cash Disbursement	• Add vouchers with an open balance to an A/P check run batch and save it. • Add vouchers by date or discount date, and selected vendors. • Add vouchers by voucher number. • Add rebate vouchers by due date and selected vendors. • Remove selected vouchers from a batch. • Right-click options: • View (opens the selected voucher on the Voucher Inquiry screen).
A/P Check Batch Inquiry	• Display a list of vouchers on a specific batch for inquiry purposes. • View batch header information. • View individual voucher information. • Right-click options: • View (opens the selected voucher on the Voucher Inquiry screen).
A/P Check Batch History	• Display a list of existing batches for inquiry purposes. • Search for and list all batches meeting search criteria. • View batch header information. • Right-click options: • View (opens the selected batch on the A/P Check Batch Inquiry screen). • Edit (opens the selected batch on the Cash Disbursement screen). • Print Cash Disbursements Journal. • Print Checks. • Print Check Register. • Delete Printed Batch. • Post Batch. • Double-click opens the batch on the A/P Check Batch Inquiry screen.

These topics provide information on how to create and edit an accounts payable check batch.

Because the options for selecting vouchers utilize several dates for filtering vouchers, the various date controls are defined here:

Location	Control Name		Control Type	Definition
Batch (Group Box)	Payment Date		Date Selector	This is the date written on the check. It is also the date posted on the vouchers when you run the check batch. When you select the Payment Date, you will want to be aware of the varous discounts, net due dates, and so on.
Add by Due Date (Panel)	Date Type		Group Box	Groups two radio buttons used for filtering.
		Discount Date	Radio Button	Pay by this date to get a prompt pay discount. This is the date by which you must pay a voucher in order to get the prompt pay discount. Clicking this button will filter for vouchers that have a discount date on or before this date as represented by Date to Pay.
		Due Date	Radio Button	Pay by this date to avoid late fees. This is the date by which you must pay a voucher in order to avoid late fees. Clicking this button will filter for vouchers that have a due date on or before this date as represented by Date to Pay.
	Date to Pay		Date Selector	Filters vouchers by the Date Type selected. Selects all vouchers with a Discount Date or Due Date less than or equal to the Date to Pay and if they meet the other criteria, adds them to the voucher list when you click Add Vouchers.
Add Rebates (Panel)	Due Date		Date Selector	The date by which the rebate check must be printed. Selects all rebate vouchers with a due date less than or equal to this date and adds them to the voucher list when you click Add Vouchers..

Basics—Batch Group Box

1 Click Accounts Payable.

2 Click Cash Disbursement.

3 Click New Batch.

Note: Clicking New Batch clears all fields and vouchers from the list view and returns the screen to a fresh state with the Add By Due Date panel open.

4 Select the Company from the drop-down box.

5 Select the Bank.
Only the banks associated with the company are available for selection.

6 Select the Fiscal Period.

When you select the company, the system automatically sets this field to the current A/P fiscal period for the selected company. The system also loads the drop-down box with the company’s next three fiscal periods. For example, if the current fiscal period is 201209, the drop-down list also includes 201210, 201211, and 201212.

Please see additonal information at below right.

7 Select the Payment Date using the date selection tool.
When you click New Batch, this field defaults to the current date.

Fiscal Period

When you bring up an older A/P check batch on the Cash Disbursement screen the fiscal period is read-only. To view a screenshot of the read-only fields, refer to Edit an Existing Batch.

Also, if the fiscal period of the older A/P check batch is already closed, then Vision displays a validation error when you try to save the batch. In this case, you will have to delete the batch and then recreate it with an open fiscal period. See Delete Batch.

8 Exclude EFT Vendors from the batch.

Put a mark in the check box to exclude vendors that are set up for Electronic Funds Transfer. Leaving the check box clear will include vendors set up for EFT if they meet the other voucher criteria you set.

Note: Electronic Funds Transfer is a licensed feature. Currently, it supports the Royal Bank of Canada (RBC). Please contact your Epicor Vision sales representative for more information.

9 Multi-Company. Choose to include multiple companies in the batch by setting this check box.

Note: All vouchers for a check run must be for the same company unless the consolidated disbursement flag is on for the bank. Regardless, the bank must be the same for all vouchers in the batch.

The Multi-Company box is enabled or disabled depending on the settings for the bank. See the complete description below right.

10 Continue with any combination of the following:

Add by Due Date

Add by Voucher Number

Add Rebates

Back to Cash Disbursements

Multi-Company

This check box is enabled depending on how the bank is set up. If the bank option, Consolidation Ind, is set to Yes, then this GUI option is enabled and it defaults to checked (set).

When it is enabled and defaulted to checked (set), this setting allows the system to include vouchers for other companies if the companies are associated with the same bank and if the vouchers meet your other selection criteria.

When it is enabled, you can choose to turn it off for the current batch by clearing the check box. Please note that if the bank option is set to No, the check box is always disabled and unchecked (cleared).

The bank option, Consolidation Ind, is located in the Vision Back Office, here:

• Auto & OP, 12.1.1.3, Bank Maintenance

Add by Due Date

To add vouchers by due date, do the following:

1 Perform step 1 through step 9 under
Basics—Batch Group Box.

2 Click Add by Due Date
(if the panel is not already open).

3 Select the Date Type.
Choose either Discount Date or Due Date.

4 Select the Date to Pay using the date selection tool.
When you click New Batch, this field defaults to the current date.

5 Enter the Minimum Discount %.
This field is optional and may be left blank.

6 Choose vendors for this batch.
Select <All Vendors> or select multiple individual vendors by checking boxes in the scrolling list.

7 Click Add Vouchers.

The Vision system adds vouchers that match the selected criteria and which fit the Restrictions listed below right:

8 Continue with any combination of the following:

Add by Due Date

Add by Voucher Number

Add Rebates

Or, you can skip to Results to see what you can do with a populated voucher batch.

Note: You can also add vouchers from the Accounts Payable —> Invoice History screen by right-clicking the voucher and selecting
Add to Check Batch from the popup menu.

Back to Cash Disbursements

Restrictions

• Company for the voucher must match company for the batch unless Multi-Company is checked.

• Bank for the voucher must match bank for the batch.

• Fiscal period for the voucher must be less than or equal to fiscal period for the batch.

• The voucher must have a non-zero balance.

• The voucher is not included in another batch.

• If Exclude EFT Vendors is checked (set), the vendor on the voucher must not be setup for EFT. For more information, see here.

• The voucher must not be a rebate voucher.

Add by Voucher Number

To add vouchers by voucher number, do the following:

1 Perform step 1 through step 9 under
Basics—Batch Group Box.

2 Click Add by Voucher Number.

3 Enter a valid Voucher Number that is not already included in another batch.

4 Click Add Vouchers.

The Vision system adds vouchers that match the selected criteria and which fit the Restrictions listed below right:

5 Repeat step 3 through step 4 as necessary.

6 Continue with any combination of the following:

Add by Due Date

Add by Voucher Number

Add Rebates

Or, you can skip to Results to see what you can do with a populated voucher batch.

Note: The image at right shows a voucher being added to an already populated voucher batch.

Back to Cash Disbursements

Restrictions

• Company for the voucher must match company for the batch unless Multi-Company is checked.

• Bank for the voucher must match bank for the batch.

• Fiscal period for the voucher must be less than or equal to fiscal period for the batch.

• The voucher must have a non-zero balance.

• The voucher is not included in another batch.

• If Exclude EFT Vendors is checked (set), the vendor on the voucher must not be setup for EFT. For more information, see here.

• The voucher must not be a rebate voucher.

Add Rebates

To add rebate vouchers, do the following:

1 Perform step 1 through step 9 under
Basics—Batch Group Box.

2 Click Add Rebates.

3 Select the Due Date.

For more information, see Date Table.

4 Select vendors from the scrolling list.

5 Click Add Vouchers.

The Vision system adds vouchers that match the selected criteria and which fit the Restrictions listed below right:

6 Repeat step 3 through step 5 as necessary.

7 Continue with any combination of the following:

Add by Due Date

Add by Voucher Number

Add Rebates

Or, you can skip to Results to see what you can do with a populated voucher batch.

Note: The image at right shows rebates being added to an already populated voucher batch.

Back to Cash Disbursements

Restrictions

• Company for the voucher must match company for the batch unless Multi-Company is checked.

• Bank for the voucher must match bank for the batch.

• Fiscal period for the voucher must be less than or equal to fiscal period for the batch.

• The voucher must have a non-zero balance.

• The voucher is not included in another batch.

• If Exclude EFT Vendors is checked (set), the vendor on the voucher must not be setup for EFT. For more information, see here.

• The voucher must be a rebate voucher.

Results / List View

Once you’ve added vouchers to the batch, you can take the following actions

Edit Columns

The following columns are editable:

• Disc Amt — lets you set a different discount.

• Amt to be Paid — lets you set a partial payment.

• Voucher Description — lets you enter a short description. (Not shown in image at right.)

Remove Selected

If the system selected vouchers that you don’t want in the batch, you can remove them. Just select them by clicking the check box to the left of the Voucher Number column. Then click Remove Selected.

Save the Batch

Click Save Batch when you are ready. You can bring the batch up again later to edit it.

Start Over

If you decide the results are not at all what you wanted, just click New Batch to start over.

If you’ve already saved the batch, bring it back up on the screen and then click Delete Batch to remove the batch from the system.

Batch Total

The batch total is a live value. It changes if you add or remove vouchers, change the Disc Amt or the
Amt to be Paid.

See also:

• Edit an Existing Batch.

• Additional Information.

Back to Cash Disbursements

Edit an Existing Batch

To edit an existing batch for which the checks have not been printed, do the following:

1 Click Accounts Payable.

Then Either

2 Click Cash Disbursement.

3 Click New Batch.

4 Enter the batch number of the batch you want to edit.

5 Click the Find button.

2 Click A/R Batch History.

3 Perform a search as described under
A/P Batch History.

4 In the results list view, find the batch you want to edit.

5 Right-Click on the batch and select Edit from the popup menu.

The batch opens in the Cash Disbursements screen and is available for editing.

Note: When an existing batch is opened for editing, the following fields and options are read-only:

• Company

• Bank

• Fiscal Period

• Payment Date

• Exclude EFT Vendors

• Multi-Company

Everything else behaves as described under the following:

• Add by Due Date

• Add by Voucher Number

• Add Rebates

• Results / List View

Back to Cash Disbursements

Delete Batch

Delete Batch removes the batch from the system and frees all its vouchers so that they can be added to another batch.

• After you void a check on the Accounts Payable —> Check Register screen, you must run the Vision Back Office check register and update function. This causes the Vision system to update all the vouchers that were to be paid by that check so that the vouchers have an open balance. Those vouchers are then available to be added to another check batch. The function is located here:

• Auto menu 14.2.2.8 — Check Register/Hand Check To Voucher Register

• OP menu 13.2.8 — Check Register/Handcheck To Existing Vouchers Register

• When you delete a batch via the Delete Batch button on the Accounts Payable —> Cash Disbursements screen, all vouchers in the batch are updated so that they are free to be added to another check batch.

• You can add open vouchers to a batch from the Accounts Payable —> Invoice History screen via the right-click options in the list view.

• When you save a batch via the Save Batch button on the Accounts Payable —> Cash Disbursements screen, all vouchers added to the check batch are updated so that they cannot be added to another batch. This is true whether adding vouchers to a new batch or adding vouchers to an existing batch.

• When you add a voucher to a batch and the voucher has a discount amount, the Vision system handles it as follows:

If the Payment Date is greater than or equal to the Due Date, or the vendor has the Always Discount flag turned on and if nothing has been paid on the voucher yet, then the system calculates the amount to be paid as the gross amount minus the discount amount. If a partial payment has been made, then the system does not use the discount amount, and the system calculates the amount to be paid as the gross amount minus the amount already paid (including the discount taken).

However, if the user changes the discount amount for a voucher in the list view, then the system adjusts the amount to be paid regardless of the Payment Date and the Due Date of the voucher.

For additional information, see Date Table.

• The Vision system does not display a discount amount in the list view on a partially paid voucher.

• The Vision system excludes consignment vendors from the vendor list box on the Add by Due Date and the Add Rebates panels of the Accounts Payable —> Cash Disbursements screen.

• You should not use both the Vision GUI and the Vision Back-Office Cash Disbursements functionality to print Accounts Payable checks. Use one or the other but not both.
The Vision Back Office does not have a batch function and it does not know when a voucher has been added to a batch. The Vision Back Office only looks to see if the voucher has been processed. Thus the Vision Back Office is not compatible with the Vision GUI.

To view any existing check batch, do the following:

1 Click Accounts Payable.

2 Click A/P Batch History.

3 Select the Batch Type:

• All Batches

• Unprinted Batches

• Printed and Unposted Batches (that is batches that have been printed but not posted)

• Posted Batches

4 Select the No. Items Filter.

5 Select the Batch Date Range.

This drop-down list is enabled only when you select Max as the value for No. Items Filter. The Vision system presents the following options for date ranges for when the batch was created:

• Previous Week

• Previous Month

• Previous 6 Months

• Previous Year

• All Dates

• Custom Dates

When you select Custom Dates, Vision enables the date pickers for beginning and ending dates.

6 Select a Company Filter.

7 Select a Vendor Filter.

8 Enter a Voucher Filter.
This must be an exact match.

9 Enter a Check Number.
This must be an exact match.

10 Cliick Search.

The Vision system populates the bottom part of the screen with a list of the batches that match the search criteria.

Right-Click Options

• Right-Click Options for Unprinted Batches

• Right-Click Options for Printed but Unposted Batches

Right-Click Options for Unprinted Batches

View

Opens the batch on the A/P Check Batch Inquiry screen.

Edit

Opens the batch on the Cash Disbursements screen.

See Edit an Existing Batch.

Print Cash Disbursements Journal

The report breaks on vendor and totals by vendor, bank, and company.

Print Checks

Prints the checks in a batch. The process displays the next check number for the selected bank and lets you override by entering a different starting check number. When a vendor is set up for EFT, the system runs the EFT process. For more information about EFT, see here.

Note: Reports and checks print jobs are sent to the user’s spooler.

Back to A/P Batch History

Back to Right-Click Options

Right-Click Options for Printed but Unposted Batches

View

Opens the batch on the A/P Check Batch Inquiry screen.

Delete Printed Batch

Deleting a printed batch that has not been posted allows you to recreate your cash disbursement batch and restart the print process in case the printer jams during check print.

Print Check Register

Prints the check register for a batch that has been printed but not posted. It does not update the batch.

Post Batch

Updates the batch and then posts it.

This marks the vouchers as paid and creates CD (Cash Disbursement) journal entries in the general ledger. It also updates the Accounts Payable records for the vouchers so that the open balance is reduced by what is being paid in the batch.

Note: Reports and checks print jobs are sent to the user’s spooler.

Back to A/P Batch History

Back to Right-Click Options

This table lists those Back Office functions that are now covered by the Accounts Payable GUI screens discussed in this topic.

Accounts Payable Vision Back Office Functions				Although, the Accounts Payable tab provides funtionality equivalent to the Vision Back Office, you cannot use them interchangeably. The Vision Back Office is NOT compatible with the Vision GUI. You cannot use both Vision GUI and Vision Back Office to work with Accounts Payable checks. You cannot use Vision Back Office functions to work with batches created with the Vision GUI Accounts Payable —> Cash Disbursement screen. As of the 5/19/2013 maintenance release of Vision 10.1, if you try to use any of the yellow-highlighted Vision Back Office functions (at left) on batches you created using the Vision GUI Accounts Payable —> Cash Disbursement screen, the Vision system displays a message telling you that you must use the Vision GUI Accounts Payable features.
	AUTO	14.2.2.3	Cash Disbursements (Emergency & Due Date)
		14.2.2.4	Cash Disbursements (Individual Voucher)
		14.2.2.5	Rebate Cash Disbursements
		14.2.2.6	Clear Check Print File (Restart New Run)
		14.2.2.7	A/P Check Print
		14.2.2.8	Check Register/Hand Check To Voucher Register
	OP	13.2.3 13.2.4 13.2.5	Cash Disbursements (Emergency & By Due Date) Cash Disbursements (Individual Vouchers) Rebate Cash Disbursements
		13.2.6	Clear Check Print File - Used To Restart A New Cash Disbursement Run If A Check Register Was Not Printed.
		13.2.7	A/P Check Print
		13.2.8	Check Register/Handcheck To Existing Vouchers Register