Updating Payments
Adjusting Selected Invoices for Manual Payments
You can change the invoices you select for a manual payment at any time before posting. For example, you may have accidentally selected the wrong invoice when you first recorded the manual payment.
Prerequisite
You have not posted the payment.
To adjust invoices selected for a manual payment:
1. Find the payment online by using the Payments Overview window, or by opening the Payments window in entry mode and querying the payment.
2. In the Payments window select the payment and choose the Enter/Adjust Invoices button to navigate to the Select Invoices window.
3. Select the invoice(s) you had associated with the payment by mistake, and choose the Reverse Payment button. Payables creates a negative line for each invoice you selected.
4. Enter each invoice(s) you want to pay with the manual payment in a new row. The sum of the invoice Payment Amounts must equal the Payment Amount you entered for the manual payment. If you want to see detailed information about an invoice, select the invoice and choose Invoice Overview.
5. Save your work to have Payables reset the status of the reversed invoices to Unpaid, and the selected invoices as Paid by the manual payment.
Updating Manual Payment Addresses
You may need to update an address for a manual payment if you originally recorded an incorrect address.
Prerequisite
You have enabled the Allow Payment Address Change Payables option.
To update the address on a manual payment:
1. Find the payment online. Adjust the address in the Payments window.
Printing Quick Payments
If you have not yet printed a Quick payment, you can print it from the Payment Actions window, the Concurrent Requests Summary, or your operating system prompt.
Prerequisite
You have created and formatted the payment.
To print checks from the Payment Actions window:
This feature will be available in a future release.
1. Load and properly align your payment document in the printer.
2. In the Find Payments window, enter criteria to find the payment you want to print. Choose Find.
3. In the Payments window select the payment and choose Actions. Select Print Now and select a printer.
To print checks from the Concurrent Requests Summary:
1. Load and properly align your payment document in the printer.
2. Query the Format Payment concurrent request in the Concurrent Requests Summary and select Details.
3. In the Request Details zone, enter Yes in the Reprint Report field, and select 1 as your Number of Copies.
To print checks from the operating system:
1. Load and properly align your payment documents in the printer.
2. Locate the output file in the Payables output directory. The output file name is created by appending a period and the concurrent manager request number to your AOL userid (for example, SYSADMIN.12345).
3. Print the file using your operating system's print command.
UPDATING PAYMENT RESTRICTIONS:
ADJUSTING PAYMENTS OF PREPAYMENTS: You cannot adjust a manual payment that you have used to pay a prepayment that you have applied to an invoice.
CANNOT UPDATE CLEARED OR VOIDED PAYMENTS: You cannot make any changes to cleared or voided payments.
