Overview
You can create a single Cash Disbursement Batch Payment for multiple Payable records by simply selecting the Payables from the Payable list view.
Create a Batch Payment Payable
- Navigate to Accounting Home and click the Create Entries tab. Then, under the Expenses menu, click Payables.
- Select the Ready For Payment list view. This will show all open and posted payables.
- Select all payables or just the ones you would like to pay.
- Click Pay Batch.
The number of Cash Disbursements will display in the data grid based upon the Aggregate by Payee checkbox. This checkbox defaults to selected.
In the sample screen below, one Payee has three different Payables.
Note: Click here to view the above image in full screen.
Using this example, when Pay Batch is clicked, the Payables Pay Batch intermediate screen displays with Aggregate by Payee defaulted to checked. The Cash Disbursements will be aggregated by the Payee. Therefore, using this example only one Cash Disbursement will be created.
Note: Click here to view the above image in full screen.
This checkbox can be de-selected if you do not want to aggregate by Payee. If you de-select this checkbox, the message below displays. Click Continue.
Note: Click here to view the above image in full screen.
When the Aggregate by Payee checkbox is de-selected, continue with using this example, three Cash Disbursements will be created.
Note: Click here to view the above image in full screen.
In the screen above, once the Aggregate by Payee checkbox has been de-selected, the Discount Amount field is now editable. The Discount Amount field will be editable when the Aggregate by Payee checkbox is not selected AND no payments or cash applications have been made, and the Payable is eligible for a discount. In addition, the Discount Amount field will be editable when there is a partial Credit Memo application, but no payments (cash applications) have been made. In other words, the Credit Memo Applied Amount is greater than zero AND the Balance is greater than zero, and the Already Paid Amount is equal to zero.
Note: If you make changes to the Discount Amount field, click Create or Create & Post to save the changes. - The bank account will default to the bank account set up in Multi-Ledger Defaults. Change this as necessary and change the type as needed.
Note: If the check type is selected, the starting check number will automatically populate based upon the highest check number recorded against the Bank GL Account. - Verify that everything is correct.
Note: If the Payees include 1099 Vendors, the 1099 information defaults from the Account or Contact records. From the Pay Batch intermediate screen, the Form 1099 Type and Form 1099 Box can be updated, if necessary. - Follow one of the two below processes:
- Click Create to create the Cash Disbursements. This will create the records, but not post them to the ledger. These can be posted in a batch later from the cash disbursement batch screen.
- Click Create & Post to both create the Cash Disbursements and post them to the ledger. This is the recommended process if the Scheduled Post job has not been set up,. so that a user doesn’t forget to post these records after printing the checks. Cash Disbursements can always be unposted and edited as necessary.
Best Practice: It is recommended to have the daily Scheduled Post job created, which provides the ability for all Cash Disbursements that have a posting status of “Approved” to automatically post based upon the Next Run Date and Preferred Start Time.
When the Cash Disbursement(s) is created, clicking the Applied To tab will display the APD (AP Disbursement) record. When the Cash Disbursement Source = Payable, the Applied Date on the APD record will be the same as the Cash Disbursement Date. This is true whether the Cash Disbursement Date is in a prior or future Accounting Period.
Note: If the Cash Disbursement Source = Manual, the Applied Date on the APD will be the date that was manually entered when the Cash Disbursement was created.
Note: If more than 100 Cash Disbursements were selected for posting, the posting process will be performed in the background. An Automated Job Results record will be created once this process completes. Additionally, if any records failed, click the hyperlink on the Automated Job Results record to review the Exceptions: Sched/Async Post Unpost - CD report to see information about Cash Disbursements that failed to post during the Scheduled Post job and/or Cash Disbursements that did not post/unpost as part of the background process.
- If the type of check was selected, these Cash Disbursements can be printed in batch by clicking the Print Checks button. A PDF will be generated in the format of stub-check-stub.
- The check stub supports up to 10 lines of detail for each payable. If a check relates to more than 10 payables, then click the Print Full Remittance button to show all related payables.
Notes:
- You can make your own custom list views to pay payables.
- Custom or standard fields can be added, reordered, or removed via the field set on the Cash Disbursement.
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Winter ’24 Preview 1 Release
- When the Cash Disbursement Source = Payable, the Applied Date on the APD record will be the same as the Cash Disbursement Date.
Comments
4 comments
Cash Disbursement Batch names are defaulting to a US date format. Is there a way to change that default?
Hi Sophie,
Thank you for pointing this out, I have put in a product enhancement request for this issue so that the system looks at the locale format.
Thank you,
Ryan
This might not be the correct place for this but I feel like a glossary of errors would be extremely helpful for admins when troubleshooting issues with accounting seed. As an example when I try to complete this process I receive the error "Error: You cannot edit the amount field if the cash disbursement is sourced from account payable records". It's difficult to troubleshoot when you can't look directly at rule criteria for firing that error and we're not (as far as I can tell) directly editing the amount of a batch payable. If you were able to include the errors for each process which appear to be built in apex it would be a huge help.
Hi Scott,
Do you have any processes that are trying to update the amount on the cash disbursement? This error is telling you that the amount on the cash disbursement cannot be updated if it is related to a payable. If you update your process so it only fires if the cash disbursement is type “manual” you should able to avoid this error.
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