Skilled Nursing Facilities

Creating a New System Payment Batch

You can create system payment batches when the vendor or company to which you want to make the payment is set up in the GL/AP module of your facility. If the vendor or company is not set up in the system, then you need to create a manual payment batch.

  2. Click System Batch to create a system payment batch.

  3. In the System Batch pop-up, type an appropriate description of the batch in the Batch Description field. A batch number is automatically assigned.

  4. Select the required bank from the Bank list. Select Include only vendors with this bank if you want to include only the vendors with the selected bank in the batch.

  5. In the Payment Method field, select the mode of payment. Direct Payment records a payment made directly to the vendor, for example, via electronic fund transfer. Select Include only vendors with this paymentmethod if you want to include only vendors with the selected payment method. When you clear this option, all payments appear that are ready for payment. When you select Direct Payment, no check is generated, but a direct payment number is assigned. You must still post the payment and can also print a notice of direct payment to send the vendor.

  6. Select the invoices by due date or invoice date from the Select Invoices by list.

  7. Type or select the required date in the On or Before field to include the invoices within the opted date range. Leave the field blank to include all the invoices.

  8. In the Vendor(s) field, select the vendors for the new payment batch:

    • Vendor Codes: To provide the codes range of the vendors to be included, click and then enter the vendor codes in the appropriate fields.

    • Vendor Group: To include a vendors group, click and then select the specific vendor group from the list.

    • Include All Vendors: To include all vendors along with their respective balances.

  9. In the Invoice Amounts field, select the invoice amount for the batch:

    • Invoices Amount Range: To include all invoices within an amount range, click and then type the amounts in the appropriate fields.

    • Include all Invoices: To include all invoices. 

  10. In Check Stub Details Sorted By, select how you want to sort the check stub details:

    • Invoice Number: To list the payment details on the check stub in invoice number order.

    • Invoice Date: To list the payments details on the check stub in invoice date order.

    • Invoice Description: To list the payment details on the check stub in invoice description order. Invoice description is entered when you enter the vendor invoice.

  11. Click Select Invoices to view the invoices that fall within the set parameters. The Select Invoice pop-up appears.

  12. In the Select Invoice dialog box, select the appropriate invoices details to add them to the system batch. If any invoices qualify for a discount, the amount is automatically deducted. If an invoice does not qualify for a discount but you want to take a discount, you can enter it in the Disc Taken field. This amount is deducted from the original or outstanding invoice amount.

  13. To make a partial payment on an invoice, change the value in the Payment Amt field. When the check is printed and posted, the system recalculates the outstanding amount (O/S Amt) of that invoice.

  14. After invoices are selected, click Save & Close. If you save the batch, you are prompted to process the check run and the System Batch window shows an option to run the system batch.

  15. Click Run to add the batch to the list.

  • When creating a system batch, the Check Date field automatically shows the current date or the date on which you complete the process. Along with the Check Date, the system also auto populates the Fiscal Year and Fiscal Period Associated with the default date.

  • To add an entry to the batch, or edit an entry, in the A/P Batch Window - Payments page, click the edit link that appears to the left of the newly created batch. The payment batch page for the selected batch appears.

  • If you configure GL/AP to exclude zero dollar payments (in G/L Configuration), any payment selections with a sum of zero are excluded from your checks. You see a message and this payment is not included in the batch.