Pay AP purchase invoices by entity

Pay by entity offers a quick way to group and pay AP purchase invoices on an entity-by-entity basis, from the top level. This payment option is available to companies using a single base currency.

Using Pay by entity, you can do the following.

• Pay all AP purchase invoices for an entity at once, using the default bank and payment method.
• Select individual AP purchase invoices from the list of AP purchase invoices for an entity and pay those using default payment options.
• Filter the list of AP purchase invoices for an entity and change payment options, before paying selected AP purchase invoices.

AP purchase invoices are grouped by entity and are shown with a summary total. Both entity-level and top-level AP purchase invoices are included.

Before you begin

Verify that in the Pay AP purchase invoices defaults section of your Accounts Payable configuration for each entity, you set defaults for the following options:

• Payment method
• Currency
• Bank account

Pay AP purchase invoices

1. From the top level, go to Accounts Payable > All > Pay AP purchase invoices.
2. Select Pay by entity.

   The Group by entity page loads, showing a summary of the AP purchase invoices available for payment for each entity. The summary includes AP purchase invoices created at the entity level.

   Only AP purchase invoices with a transaction currency that matches the base currency are included.
   If you do not see a list of AP purchase invoices grouped by entity

   Pay by entity is available for companies with entities that share a single base currency.

   If you have a single base currency company, you might not see AP purchase invoices listed in the following cases:

   • Your Pay AP purchase invoices defaults have Automatically display all ready-to-pay AP purchase invoices on the Pay AP purchase invoices page deselected. Select Apply filter to load all AP purchase invoices available for payment.
   • The only AP purchase invoices available for payment are in a foreign currency. Multicurrency AP purchase invoices, which cannot be paid in the currency of the default bank, are not included.
3. Refine the selected AP purchase invoices using a custom or on-the-fly filter and select Apply filter.

   For example, you might want to select a custom Due date range to avoid paying AP purchase invoices that are not yet due. Select a custom Credit date range to ensure that the credits you apply are from credit transactions created in the same time frame.

   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.
4. To pay all AP purchase invoices for an entity at once:
   This option pays all AP purchase invoices using the default payment method and bank, with no further requests for input.
   1. Select Pay full on the lines for the entities you want to pay.

      The Pay full check box is grayed out for entities with no default bank selected in the Accounts Payable configuration. Pay these AP purchase invoices by selecting Details, which allows you to select payment details.

   2. Select Apply credit to apply all available credits to the entity AP purchase invoices.

      If you do not filter by a Credit date range, the available credits include all unused credits available to the entity. Credits with a transaction date after the AP purchase invoice date might be included.

   3. Select Pay.

      The Pay by entity progress popup appears. When the payment requests for an entity are complete, the Status updates to done.

   4. Select Close to dismiss the popup.

      Intacct sends you a confirmation email that lists the AP purchase invoices that are now selected for payment, grouped by entity. This email also lists the default bank and payment method used for each entity.

5. To select individual AP purchase invoices for an entity, or to pay an entity's AP purchase invoices with different payment options:
   1. Select Details on the summary line for an entity.

      A Pay AP purchase invoices popup opens, showing all AP purchase invoices included in the summary, along with payment options. If the list of AP purchase invoices is large, you might want to filter it to refine your results.

   2. To change or set the default payment options, make selections for Payment method, AP purchase invoice currency, and Bank.

      Changing payment options can change the list of available AP purchase invoices to pay. For example, changing the AP purchase invoice currency or selecting a restricted bank affects the list of applicable AP purchase invoices.

   3. Select the AP purchase invoices you want to pay.
   4. If you want to use available credits, select Apply credits.
   5. Select Pay now.
   6. Close the popup when done.

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.