Recording Vendor Payments in Bulk

You can record vendor payments in bulk as a multi-action either by Recording Vendor Payments from Vendors or by Recording Vendor Payments from Invoices.

1. Select an option in Group Invoices By dropdown.
- If “Address” is chosen, the system will generate one payment for each “Pay to Address” specified on each vendor's invoices. In other words, if one vendor has 10 invoices, where 2 invoices are associated with “A” address and 8 invoices are associated with “B” address, the system will generate two payments. Moreover, this option will generate one check for a maximum number of 10 invoices. For instance, if a vendor has 15 invoices all associated with the same address, the system will generate two payments.
- If “Invoice” is chosen, the system will generate one payment per invoice. It will generate ten payments for the first example and fifteen payments for the second example.
2. Max Invoices Per Check controls how many invoices may be associated with each check. By default, a maximum of 10 invoices is associated with each check. If your checks do not have a preprinted check number, you may choose Maximum instead, and up to 999 invoices may be associated with each check. When printing checks, additional pages are printed for each 10 invoices. The additional pages show all the same information for the check except the spelled out amount (PaymentAmountPhrase merge field) is replaced with *****VOID*****. Note: If your checks have preprinted check numbers, you must use a maximum of 10.
3. Verify Batch Total Amount that refers to the total amount for all payments combined. It will automatically populate based on the balance remaining on open invoices.
4. Verify Starting Check # that refers to the check number that you are starting with. It will automatically populate to the next available number but you have the option to override it to a number that is not yet used.
5. Verify Batch Number that is used to group all payments that were created together. It will automatically populate to the next available number.
6. Enter other payment details and click Apply Defaults.
7. In the Batch Entry screen, you have the option to override default values. For example, if you are paying ten invoices and they are all paid from the same account except for one invoice, in this screen you can update that one invoice to be paid from a different account.
8. Click Submit.

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