Processing Accounts Payable After PO Receipt

The Checks functions, both available via the Accounting menu, are used to record payment and print checks for Purchase Orders that have already been invoiced. Manual Checks is mostly used when the check is needed right away, whereas Check Run enables the user to print several checks at once.

DEACOM allows companies to record the payment of Purchase Orders with credit cards using four different methods as outlined below. This process deals with cutting checks to pay the credit card bill(s) after they have been charged to pay for the goods and services on Purchase Orders in the system. In all cases, payments are applied after the Purchase Orders have been invoiced.

Configuration

Refer to the Processing Accounts Payable page for Configuration information.

Process

Using the Manual Checks function

Paying via Manual Checks without modifications

  1. Navigate to Accounting > Manual Checks and set the Report type to "Regular Payment".
  2. Enter the filter as desired then click "View".
  3. Highlight the invoice to pay and click the "Move" button. Continue this process until all the invoices to be paid are on the right side.
  4. Click "Apply".
  5. Confirm the Reference number matches the number on the check.
  6. Enter the payment type and confirm the cash account is correct, then click "Continue".
  7. Confirm that the checks printed correctly (refer to the Reprint checks section on the Processing Accounts Payable landing page for more information).

Paying via Manual Checks with modifications

  1. Follow steps 1-3 of the Paying via Manual Checks without modifications section.
  2. Highlight the desired invoice and click "Modify Amount" then click "Add Line".
  3. Choose an Account, enter an Amount, then click "Save" and "Exit".
  4. Back on the Manual Checks form, click "Apply".
  5. Confirm the Reference number matches the number on the check.
  6. Enter the payment type and confirm the cash account is correct, then click "Continue".
  7. Confirm that the checks printed correctly (refer to the Reprint checks section on the Processing Accounts Payable landing page for more information).

Using the Check Run function

When configuring Vendors, it may be useful to use one of the PO Search 1-2 fields on the Order Defaults tab as a "Preferred Payment Method" field. That way, users can easily tell how Vendors accept payments and can use that field when performing Check Runs so that all Vendors that should be paid by check/ACH/wire/etc. will be included in one report and it is less likely a Vendor is paid in a method they do not prefer or accept.

Paying via Check Runs without modifications

  1. Navigate to Accounting > Check Run and set the Report type to "Standard".
  2. Enter the filter as desired then click "Continue".
  3. Highlight the invoice to pay and double click the line to approve; if all invoices are going to be approved, click "Approve all".
  4. Once all the checks have been approved, click “Print Checks”.
  5. Confirm the Reference number matches the number on the check.
  6. Enter the payment type and confirm the cash account is correct, then click "Continue".
  7. Confirm that the checks printed correctly (refer to the Reprint checks section on the Processing Accounts Payable landing page for more information).

Paying via Check Runs with modifications

  1. Follow steps 1-3 of the Paying via Check Runs without modifications section.
  2. Highlight the invoice with that requires modification and click "Deductions".
  3. Click "Add Line" then choose an Account, enter an Amount, and click "Save".
  4. Once all the checks have been approved, click “Print Checks”.
  5. Confirm the Reference number matches the number on the check.
  6. Enter the payment type and confirm the cash account is correct, then click "Continue".
  7. Confirm that the checks printed correctly (refer to the Reprint checks section on the Processing Accounts Payable landing page for more information).

Processing Purchase Orders with credit cards

For information on using this feature, refer to the Processing Purchase Orders with Credit Cards Best Practice page.

Using ACH as a payment method

ACH is an electronic network of financial institutions that facilitates financial transactions in the United States. This network acts as a conduit and helps people and organizations move money from one bank account to another. ACH transactions consist of direct deposits and direct payments, including B2B transactions, government transactions, and consumer transactions.

ACH, or wire transfer, must first be added as a Payment Type, then it can be used when performing a Check Run or generating a Manual Check. ACH payments must be manually completed by following the bank's defined process prior to using the Check Run feature. The actual ACH process is completed outside of DEACOM, then recorded in the system afterwards. In order to process ACH payments, some data is required from the company receiving the transfer, including the ACH Type, Account Number, and Routing Number. To capture this data in DEACOM, configure User Fields on the Vendor level, the access and modification of which can be restricted using security. If desired, users may also configure a Trigger to fire every time the ACH Payment Type is used. For more information, refer to the Configuring Triggers Best Practice page.

Recording an ACH Payment

  1. Follow steps 1-4 of the Paying via Check Runs without modifications section.
  2. Confirm the Reference number matches the confirmation number received as a result of processing the ACH payment with the bank. If the Reference number is not updated, it will indicate the next available Check Number and may throw off accounting operations that use checks to process payments.
  3. Select a Payment Type of "ACH" and confirm the cash account is correct, then click "Continue".
  4. Confirm that the checks printed correctly (refer to the Reprint checks section on the Processing Accounts Payable landing page for more information).