Confirming Payment Batches
Confirming is the final step in processing a payment batch. This step is very important because it updates the payment history of invoices paid in a payment batch and associates payment document numbers with the invoices and invoice payments. Also, if you have any unconfirmed payment batches, you cannot close a period or use the same payment document for any other payments until you confirm the payment batch.
During confirmation, you record the status of every payment document used during the payment batch. If you refer to the payment documents and the Preliminary Print Register when you confirm, it helps you enter accurate information.
For Electronic payments, confirm the entire range of payments as Printed, or cancel the entire batch if there were problems.
You will assign one of four status types to each document:
- Setup. Payables automatically displays the setup checks used to align your printer. Payables automatically voids these checks when you confirm a payment batch.
You control the number of setup checks in the Payment Document region of the Bank Accounts window.
- Printed. Either the checks printed properly or the Electronic payments formatted correctly. Ranges of Printed documents must end on a negotiable document.
- Skipped. The printer skipped over these checks and nothing printed on them. You can reuse these documents for single payments.
- Spoiled. The printer malfunctioned and ruined these documents, so you cannot reuse them. Payables automatically voids these documents when you record them as spoiled.
You may have check overflow, a situation where there are more invoices paid by a check than can fit on the remittance stub of one check. If you use the check overflow method Void Except Last, Payables voids all checks except the last one for the supplier site. You should record the status of all the checks as Printed.
From the Confirm window, you can record the status of the payments and, if necessary, restart the payment batch or cancel the remainder.
Prerequisites:
You have initiated a payment batch and the status is Formatted.
If you are printing checks, you have completed printing.
To confirm a complete payment batch:
1. In the Find Payment Batches window, enter criteria to find the payment batch you want to confirm. Choose Find.
2. In the Payment Batches window select the payment batch and choose Actions. Select Confirm Payment Batch and Print Final Register, and choose OK.
3. In the Confirm Payment Batch window, enter the document number range of the successfully printed checks or the successfully formatted Electronic payments, and select status Printed.
4. Choose Confirm. Payables updates the status of the invoices paid with the Printed checks to Paid and prints the Final Payment Register.
To record a complete batch if some checks printed successfully and some checks got damaged or skipped during printing:
If your printer malfunctions during printing, you can record the status of the printed documents as well as those that were damaged.
1. In the Find Payment Batches window, enter criteria to find the payment batch you want to confirm. Choose Find.
2. In the Payment Batches window select the payment batch and choose Actions. Select Confirm Payment Batch and Print Final Register, and choose OK.
3. In the Confirm Payment Batch window, for the successfully printed checks, enter the check number range and select status Printed.
4. If the printer skipped any checks, enter the check number range and select status Skipped.
5. If you had any spoiled checks, enter the check number range and select status Spoiled. Do not record any Printed documents after you record Spoiled documents.
6. Choose Confirm. Payables updates the status of the invoices paid with Printed checks to Paid and prints the Final Payment Register. For any checks you record as Spoiled, Payables sets the status of the corresponding invoices to unpaid. To pay these invoices, include them in a new payment batch or pay them with single payments.
To record a partial payment batch and cancel the remainder:
If your printer malfunctions during printing, you can record the status of the printed documents as well as those that were damaged, and cancel the remainder of the payment batch.
1. In the Find Payment Batches window, enter criteria to find the payment batch you want to confirm. Choose Find.
2. In the Payment Batches window select the payment batch and choose Actions. Select Confirm Payment Batch and Print Final Payment Register, and choose OK.
3. In the Confirm Payment Batch window, for the successfully printed checks, enter the check number range and select status Printed.
4. If the printer skipped any checks, enter the check number range and select status Skipped.
5. If you had any spoiled checks, enter the check number range and select status Spoiled. Do not record any Printed documents after you record Spoiled documents.
6. Choose Cancel Remainder. Payables updates the status of the invoices paid with the Printed checks to Paid and prints the Final Payment Register for the recorded portion of the batch. For any checks you record as Spoiled and any checks you did not record, Payables sets the status of the corresponding invoices to unpaid. To pay these invoices, include them in a new payment batch or pay them with single payments.
To record a partial payment batch and restart:
If your printer malfunctions during printing, you can record the status of the printed documents as well as those that were damaged, and restart check printing at the next available document number.
1. In the Find Payment Batches window, enter criteria to find the payment batch you want to confirm. Choose Find.
2. In the Payment Batches window select the payment batch and choose Actions. Select Confirm Payment Batch and Print Final Register, and choose OK.
3. In the Confirm Payment Batch window, for the successfully printed checks, enter the check number range and select status Printed.
4. If the printer skipped any checks, enter the check number range and select status Skipped.
5. If you had any spoiled checks, enter the check number range and select status Spoiled. Do not record any Printed documents after you record Spoiled documents.
6. Choose Restart Payment Batch. Payables updates the status of the invoices paid with the Printed checks to Paid and prints the Final Payment Register for the recorded portion of the batch. For any checks you recorded as Spoiled, Payables sets the status of the corresponding invoices to unpaid. Payables starts a new payment batch for the remainder of the payment batch.
7. Enter the first payment document number you want to use to restart the payment batch. Choose OK to have Payables automatically Build the unprinted checks. After Payables completes the build process, you have the option of modifying the restarted payment batch before formatting, printing, and confirming the payments. When you confirm, Payables automatically enters the batch confirmation information you entered earlier. Enter confirmation information for the restarted payments to complete confirmation for the batch.
See Also
Troubleshooting a Payment Batch
