Troubleshoot paying AP purchase invoices

See Cannot find AP purchase invoices to pay.

To view AP purchase invoices created at the top level, create and save a filter set that includes the Show top-level transactions option.

Need to see all your AP purchase invoices at once? If you have less than 1000 AP purchase invoices to pay, this is possible by creating a filter that includes all AP purchase invoices, such as a filter for suppliers with names A through Z.

However, Intacct only displays a maximum of 1000 AP purchase invoices, so it's possible you won't see all available AP purchase invoices if you have more than 1000 AP purchase invoices. You can create more specific filters or create payment requests for AP purchase invoices and run the filter again.

Applying a filter is required on the Pay AP purchase invoices page to load AP purchase invoices. You can filter on the fly, or you can create and save a filter set for easy reuse. After you enter a filter, or select a filter set from the Filter by dropdown, select Apply filter to see results.

Select Clear filter to remove all filters and filter sets.

The only person who can remove a shared advanced filter set from the Filter by dropdown is the user who created it. Learn more about how to remove a shared filter set.

If you are the person who created an advanced filter set, you can delete it.

Find out how to troubleshoot paying an AP purchase invoice from the AP purchase invoices list or AP purchase invoice detail page.

If you receive an error message that no bank accounts exist to make the payment, find out how to avoid these errors.

When you are paying AP purchase invoices, you might receive a message on the Pay AP purchase invoices page that the payment date cannot be before the AP purchase invoice creation date. This error can appear when Accounts Payable is configured with the option for Payment dates must be greater than their AP purchase invoice dates is enabled.

You selected a different pay-to contact on an Accounts PayableAP purchase invoice than what was specified on the supplier record. Learn how to print it on the cheque.

The Pay-to contact that Intacct uses to create a payment request is determined by the Payment request method that you select in Pay AP purchase invoice.

If you select a Payment request method of Use supplier preference or Merge requests into one per supplier, Intacct uses the Pay-to contact from the supplier record for the payment request.

To ensure that the payment uses the Pay-to contact on the AP purchase invoice, select a Payment request method of either Generate one request per AP purchase invoice or Merge requests into one per supplier pay-to contact when paying the AP purchase invoice.

If you selected an AP purchase invoice to pay that you do not want to pay for the foreseeable future, cancel the payment request for that AP purchase invoice.

When you apply a foreign currency credit or foreign payment to a foreign currency AP purchase invoice, the payment date cannot be in the future, when the exchange rate is unknown.

Solution: Set the payment date to the current date or earlier, before you select Pay now.

Learn more about Pay-to contacts on merged payment requests.

When merging payments using Merge request into one per supplier pay-to contact, Intacct compares the pay-to contact information across all selected AP purchase invoices for the same supplier. The system then merges payments for AP purchase invoices where all fields of the pay-to contact are identical.

If AP purchase invoices are not merging, this means that the pay-to contact information does not match the others.

Pay-to contact information can vary between AP purchase invoices when:

• You override the default supplier pay-to contact for an AP purchase invoice when entering or editing it.

• You update the pay-to contact details in the supplier record or contact record, in between the creation of one AP purchase invoice and the next.

For example, say you create an AP purchase invoice for a supplier. Later, you change the email address for the pay-to contact, then create a second AP purchase invoice for the same supplier. The pay-to contact information for the two AP purchase invoices is different, so these payments cannot be merged.

To update the contact information on an unpaid AP purchase invoice to match the latest setting in the supplier record, edit the AP purchase invoice and select Refresh next to the contact field. If you do not see the Refresh icon, the contact information is up to date.

If you have AP purchase invoice approvals enabled, Intacct sends the transaction back through the approval process when you submit the edited AP purchase invoice.

Learn how to manually apply credits to one or more lines in an AP purchase invoice rather than have Intacct do the work for you across a selection of AP purchase invoices.

On the Pay AP purchase invoices page, select Line details > Credit details next to an AP purchase invoice to drill down to view the details of a credit that was applied to an AP purchase invoice.

If you have not yet selected Pay now or Add to outbox, you can manually clear the amount from the Credits to apply column.

For completed payment requests, unapply credits in Posted payments. Otherwise, cancel the payment request and start over.

Credits that you create at the entity level are not visible for top-level AP purchase invoices paid at from the top level.

Solution: Use Pay by entity to pay existing top-level AP purchase invoices that have entity-level credits. Filter for the supplier you want to pay, then choose Pay full and Apply credit.

This can happen when the following conditions are both true:

• The AP purchase invoice and the credit are associated with locations in different entities
• Your company enabled Limit AP credits to the entity owners in Multi-Entity Management configuration

With this configuration, you can only apply credits to AP purchase invoices created in the same entity.

Did you create the advance as a cheque?

After you create an advance with a payment method of cheque, it becomes a payment request. Approve the payment request, then print and confirm the advance as a cheque. Then, the advance appears on the Pay AP purchase invoices page as a credit to apply.

If you overpaid a supplier, contact the supplier to resolve the issue, either through credit or a refund. Next, record the supplier refund or credit, based on how you intend to use it.

Try adjusting your filters. The more specific your filter set is, the easier it is for Intacct to load AP purchase invoices.