GCS Software LLC
Pay Bills
AP→Pay Bills
The Pay Bills Payment program provides a proficient and flexible means of selecting documents for inclusion in a check run. A2000 allows the user to display and select specific documents based on user defined criteria selections. In addition, the program allows for the scheduling and/or immediate payment of all eligible invoices on the system. The list of documents displayed and retrieved for processing is based on the dating selections and/or vendor criteria supplied by the user. If undefined, the system defaults the retrieval to all vendor invoices due within the next 30-day period. Once the information is displayed, the user need only select the appropriate check box (pay or schedule) to mark a line for processing or leave the boxes blank to omit it from the run.
Pay from Which Account: A valid Corporation and General Ledger Bank Account code must be selected to initiate the document retrieval/listing for processing. Once selected, the Opening Balance for the “Paying” Bank Account is displayed beneath the detail section for the selected account. A New Balance (running balance) is also maintained reflecting the reduction of the marked items during the selection process.
Payment Date: Payment Date to be associated with the check run upon posting.
Currency: Currency Designation (optional). The Currency designation is associated with the paying bank selection. This field works in association with the Foreign Currency program and is not applicable to standard processing. Only those documents currently associated with the specific foreign currency designation are maintained and displayed in the detail section for processing. The resulting detail display will display the total dollar amounts in both the selected currency and the US dollar equivalent.
1 | P a g e Pay Bills
GCS Software LLC
Show Bills For
: Optional Vendor Selection Code. Enter a valid Vendor Code in the Vendor No field or leave the default “%” to include all Vendors. Entering a specific Vendor Number in the Show Bills For field will limit the display to only those documents associated with the specified Vendor.
Show Items Due On or Before: This field is automatically populated with a default date that is thirty days past the payment date; limiting the retrieved listing to only those transactions due on or before the specified date. The user may override this field to further expand or restrict the listing.
Sort By: The user may optionally select a Sort Order for the listing (Due Date, Vendor, Amount Due, or Sequence Number) from the Sort Order field drop down menu.
EXECUTE: Button to retrieve the open document listing. A listing of open AP transactions, (invoices, debit memos, and on-account checks) meeting the selected header criteria, are retrieved and displayed in the Pay Bills Detail section for payment selection. Each document line includes the Vendor Code, Document Type (i.e., invoice, debit memo, manual check), Document Number, Sequence Number, Division, Factor Code, Document Date, Document Due Date, Terms Code, Total Document Amount, and the Paid and/or Open Amounts as applicable. The last two columns in the detail section represent the Discount and Pay amounts which are updated with the relevant values upon marking the line for inclusion in the run.
Two payment options are provided (Pay/Schedule) at the start of each line for selecting the documents for processing during the current session. The check boxes provide the option of issuing payment immediately or at a later scheduled date. Selecting either of these boxes will mark the line for payment in full, (less terms discounts if applicable) unless a specific payment amount is entered in the PAY field. The user may also override or enter a discount dollar amount, regardless of invoice terms, if applicable.
When a Debit or “On-Account Check” for a specific vendor is selected with the vendor invoices, the resulting check will decrease by those amounts. Leaving the check boxes blank will bypass the selection and omit it from the current check run.