Pay AP purchase invoices

Select AP purchase invoices and create payment requests on the Pay AP purchase invoices page. Here, you can apply supplier credits, such as advances or adjustments. After you create a payment request, you might need to approve it before it moves through the rest of the Accounts Payable workflow. For example, you might need to print and confirm a cheque, or generate an ACH payment file.

To combine payment requests by supplier, pay AP purchase invoices within the entity in which they were created. Payment requests for AP purchase invoices in different entities can't be combined into one cheque, regardless of whether or not you select to merge payment requests, or if your supplier is set up to merge payment requests.

To make a one-off payment that's not associated with an existing AP purchase invoice, Add a manual payment: Make a payment or print a cheque without an existing AP purchase invoice.

1. Go to Accounts Payable > All > Pay AP purchase invoices.
2. Apply a filter to load AP purchase invoices

   Unless your company is configured to display all ready-to-pay AP purchase invoices, you need to apply a filter to load AP purchase invoices to pay.

   1. Create or select a filter from the Filter by dropdown or filter by Due date or Supplier range.
      When viewing the Pay AP purchase invoices page from the entity level, the list only displays AP purchase invoices created at the entity level. To include AP purchase invoices created at the top level that are tagged to your entity, create a Filter set that includes the Show top-level transactions option. Learn more about creating filters for multi-entity companies.
   2. To restrict available credits to those created within a range of dates. select a start and end date for the Credit date range filter.
   3. Select Apply filter when done.
   After you learn the basics about how to use filters to load AP purchase invoices to pay, check out these tips and tricks for creating advanced filters.
3. Select the Payment method.

   For example, select Record transfer if you are paying by Electronic Funds Transfer (EFT).

   The options available to you in the Payment method drop-down list are based on your configuration. If your company recently added a new payment method and you do not see it in the list, contact your admin to find out when configuration is complete.
4. Select the AP purchase invoice currency to use when paying the selected AP purchase invoice.

   If you choose your base currency here, Intacct automatically selects the Use base currency banks to pay checkbox. If you select a foreign currency, the system clears this checkbox.

5. Select an Exchange rate type such as Intacct Daily Rate (which is the system-supplied default exchange rate type, unless you've defined a different one) or WSJ Published Rate.

   If you know what the exchange rate for this transaction is, or contracted with the supplier on a set exchange rate, you can enter it in Exchange rate to override system calculations.

6. Select the Payment request method.

   To combine payment requests by supplier, pay AP purchase invoices within the entity in which they were created. Payment requests for AP purchase invoices in different entities can be combined into one payment only if the base currency is the same and the payments are merged at the top level.

   Option details

   Payment request method option descriptions and pay-to contact used

   Option	Description	Pay-to contact used
   Use supplier preference.	Creates one payment request per supplier or one payment request per AP purchase invoice, based on whether the Merge payment requests checkbox is selected in the supplier record.	From the supplier record
   Generate one request per AP purchase invoice.	Creatse a separate payment request for each AP purchase invoice. This option overrides any supplier preference on the supplier record. Payments that you make using the Joint cheque payment method always generate one request per joint payee.	From the AP purchase invoice
   Merge requests into one per supplier.	Creates one payment request for each supplier, containing all selected bills with the same payment date, payment method, bank, and currency. If you have Merge payment requests unselected on the supplier record, this option overrides that preference. Learn more about Pay-to contacts on merged payment requests.	From the supplier record
   Merge payment requests into one per supplier pay-to contact.	Creates payment requests grouped by the Pay-to contact defined on the selected AP purchase invoices. For example, say a supplier has Jane Johnson as their Pay-to contact. However, on the AP purchase invoice, you changed the Pay-to contact to John Smith. AP purchase invoices with the Pay-to contact of Jane Johnson are grouped into one payment request, and any AP purchase invoices with a selected Pay-to contact of John Smith are grouped into a separate payment request. When you enter an AP purchase invoice, the default Pay-to contact is taken from the current version of the supplier record. If you update the supplier Pay-to contact in between entering two AP purchase invoices for the same vendor, and you leave the Pay-to contact set to the default, the two AP purchase invoices will have different Pay-to contacts. Intacct creates 2 separate payment requests for these AP purchase invoices when you select Merge payment requests into one per supplier pay-to contact. Learn more about Pay-to contacts on merged payment requests.	From the AP purchase invoice

7. Select the Bank or Credit card to be used.

   Your selection depends on what you chose for the Payment method.

8. Select the date to make the payment in the Set payment date to field.

   This is the date that appears on the payment and when it will post to the General Ledger.

9. Select the contact to use to send notifications in the Send payment notifications from field.

   If suppliers are enabled for payment notifications, they will receive an email from a designated contact.

10. Select the checkbox next to the AP purchase invoice you want to select for payment, or use the Select all option.
11. Manually or automatically apply any existing supplier credits.
    Applying credits can be tricky. Learn how to apply a supplier credit to an AP purchase invoice.
12. Verify or adjust the Amount to pay.

    When you select an AP purchase invoice, the Amount to pay automatically populates with the total amount due.

    If the AP purchase invoice has multiple line items, the amount to pay distributes according to the waterfall method. The amount to pay is consumed from the first line item to the next until all line items have been paid. Override the waterfall method and apply payments to line items manually by selecting Line details.

    Do you need to partially pay an AP purchase invoice?

13. Do one of the following:
    • Select Pay now to create a payment request.

    • Select Add to outbox to create a draft payment request for later.

      If you have existing payments for this supplier in the Outbox, Intacct might ask if you want to merge the bills selected with the existing payment. The payments must have the same payment method, payment date, bank, and currency, and the payment request method must not be Generate one request per AP purchase invoice.

14. If the Add more details popup window appears, update the Memo, Document number, and Amount paid by bank as needed.

    Memo and Document number are recommended, but are not required.

Next steps

Payments that require approval are ready to be approved by users with the appropriate permissions on the Approve Payments page.

For payments that have been approved or did not require approval, the next step is based on the payment method:

• Record transfer (EFT and manual cheques), cash, Supplier Payments powered by CSI, and credit card payments are immediately posted.

• Cheques, ACH payments, and Bank file payments, which are all managed within Sage Intacct, require action on your part before the payment is posted.

The following table shows the next steps to take for payments managed within Sage Intacct:

Steps to change the payment status based on the payment method

Workflow step	Cheque or Joint cheque payments	ACH payment	Bank file payment
To move the payment status from Approved to Delivered	Print the cheque from the Print cheques page.	Generate the ACH file in the Cash Management application. If you're using a NACHA-compliant bank file, follow the procedures for bank files.	Generate and download the bank file in the Cash Management application.
To move the payment status from Delivered to Complete	Confirm the cheque on the Print cheques page.	Confirm and post the ACH file.	Upload the file to the bank portal and confirm it.

Learn more about the payment request workflow.