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Accounts Payable Auto Processing

This process allows you to create a disbursement by selecting multiple accounts payable items and posting them all at once, bypassing the need to create a new disbursement for each item.  All posted, unprocessed accounts payable entities can be selected for auto processing.  

Note:  Accounts payable items that anticipate a refund and require a receive payment entry cannot be selected for auto processing.

To Auto-Process AP Items

  1. On the Primary menu, click ORGANIZATION.  
  2. Select the accounting territory by clicking the Details icon.
  3. Select the accounting tab.
  4. Select the transactions tab.
  5. Click accounts payable.
  6. Click [Add New].

  1. Search for the Entity to pay.

Note:  If the entity has an alternate payment address, it can be selected from the Select Address drop-down list.

  1. Click OK.

  1. Enter the Date Booked (current date is default).
  2. Enter payable Date Due.
  3. Enter an internal Reference and Description for the payable transaction (optional).
  4. Accounts Payable should be the credit amount that will be paid.   Enter the amount owed in the Credit field.   The difference will be displayed below.

Note:  If you are making more than one payment to the same vendor, click Add Row to add another line item.

  1. The second line item will be the expense or offset detail related to the amount that is owed.  Enter that amount into the Debit field.  The difference, unless an additional row is needed, should be “0”.
  2. Click Save to save the payable information, then click Post to return to the Accounts Payable Summary.  
  3. Click Auto Process Accounts Payable.  A list of the posted, unprocessed AP items will be displayed.

Note:  Items creating a debit to accounts payable (expecting receive payment) will not be available for auto processing.

  1. Select a bank account from the drop-down list.
  2. Select AP items for auto processing by clicking in the Select box, or clicking the [Select All] link.  
  3. Click [Process Accounts Payable].  All selected AP items will be auto processed and will now appear on the Disbursements tab.

  1. To print a check for an item in the disbursement list, click the Details icon and click the Print link.