Distribute and Pay Approved Invoices - APIPAPDP

After a batch file of Immediate Pay Accounts Payable transactions has been created, it must be distributed (posted) to the General Ledger database and the checks paying the invoices must be printed.

Name of the Set to place the transaction: Enter the name of the Set file which is to be used to hold the transactions which are to be paid by the system.

Posting Date: Enter the date, in MM/DD/YY form, which is to be used as the posting date for transactions which are posted to the General Ledger database. All transactions in the batch file, plus all automatically generated entries will be posted with the given date.

Check Date: Enter the date, in MM/DD/YY form, which is to appear on the checks as the "date written" date. This date is also used for all postings to the General Ledger database which directly relate to the Check Register.

A/P Check Stock ID: The check stock ID is used to indicate the check stock to be loaded when issuing checks. The check stock ID will also indicate the cash account to be credited through the use of Common Code CKID/xx. Transactions that exist with a and a different CKID, will not be included in the report and/or check run. If more than one A/P Check Stock ID is available in the drop-down list, be certain to select the same one that was used when creating the invoice records. Otherwise, no Selection Criteria is necessary if all payments are to be processed.

Starting 8 digit check number: The system keeps track of issued check numbers and automatically assigns the next available check number on the first check run for the given check stock (refresh system with each subsequent check run or manually advance the check number when printing paper checks).

Would you like these transactions to be entered in OH? Enter "Y" to cause the transactions in the Set to be entered as Paid (Type = "PD") in Open Hold A/P. Enter "N" if you would not like the transactions in the Set stored in Open Hold A/P. The system will only post to the CKDB and the GLDB. An answer of "N" will not update vendor history information.

Address Hierarchy: The Address Hierarchy is an ordered list of PE Address codes indicating which address it will look for first, then second, and so on. BLPRHOLC for example, tells the system to first check to see if there is Billing Address, then a Primary Address, then a Home Address, then Local. This type of hierarchy is the defaulted into the question field. If your hierarchy is not reflected in the standard hierarchy one may choose to enter the correct one or alter the default in the Job Control Ledger (Menu Mask NUUPJB).

How would you like the checks sorted? BusinessPLUS will attempt to print checks in one of six options. The most logical choice is to have the checks print in alphabetical order, by name. Some users, due to internal procedures, chose one of the other options:

BE Set will combine all transactions with the same Set ID and the chosen check ID then will print checks based on Set record order.
BT Set will combine all transactions with the chosen CKID into groups depending on the Set ID. Within each Set ID, the system will alphabetize the set and produce a check for each PE Name transaction within a set. If a PE Name exists in two sets, the PE Name will receive two checks. This is for sites which file by alphabetic order within each Set.
DV Division Order will combine all transactions with the chosen CKID into groups depending on the division entered on the transaction. If a PE Name has transactions in two divisions, the PE Name will receive two checks.
FN GL Fund Order will combine all transactions with each Fund and produce a check in alphabetic order by PE name within each Fund referenced.
ID Person/Entity Order will combine all transactions with the chosen CKID and print these transactions in order based on Person/Entity ID.
NM Person/Entity Name will combine all transactions with the chosen CKID and produce those transactions in alphabetic order based on Person/Entity Name.

Would you like the Address Labels printed? If window envelopes are not used and address labels are desired, enter "Y" to have address labels printed based on the address label definition chosen.

Summarize GL entries by Set ID? If a "Yes" is entered here, then all entries to the GL will be summarized by Set ID except Transaction Level and Grand Total Level entries.