Payables Check Processing—Something for Everyone

Thoughtware Article Published: Jun 03, 2011
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It can be surprising how even the simplest of processes varies from company to company. For example, check processing varies by schedule, selection of invoices to pay and degree of exceptions/manual intervention that is required. Dynamics GP attempts to address these process variances by providing a number of different check processing approaches.

For example, if you select invoices to pay based on standard parameters like due date and/or customer class, you can use “Select Payables Checks” (Select “Transactions,” then “Purchasing,” then “Select Checks”).

This window allows you to build a check batch based on defined parameters. Insert the parameters into the restrictions box, then click “Build Batch” to create the check batch.

If you like to pick and choose the invoices you pay based on non-standard parameters, you can use “Edit Payables Check Batch” (Select “Transactions,” then “Purchasing,” then “Edit Check Batch”).

You can use this window to start a check batch or make changes to an existing batch. All vendors with open balances are displayed in the left column, and the corresponding open invoices for the selected vendor are displayed on the right. Mark the vendors you wish to pay on the left, and then mark the invoices to pay for that vendor on the right to create or edit your check batch.

If you want to enter each check individually for control over the payment amounts and information, you can use “Edit Payables Check” (Select “Transactions,” then “Purchasing,” then “Edit Checks”).

You can use this window to start a new check batch or edit checks created using either of the windows discussed previously. This window is valuable in that you can enter each check and have control over its details, including:

  • Adding a comment
  • Including an additional unapplied (e.g., a deposit not associated with an invoice) amount
  • Controlling documents that appear on the check stub (using the “Check Stub” button, you can view the document that will appear on the check stub and, in some cases, choose to hide a document)
  • Modifying the apply amounts to partial pay an invoice, using the “Apply” button

You can pick the window that meets your needs, or you can use a combination of multiple windows to create and edit your check batch to meet your requirements.

If you need assistance in determining the best approach for your organization, please contact us.

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