Field descriptions: Pay bills

Add to outbox

Select to add selected bills to the outbox as draft payment requests. You can add more bills to a draft payment request in the outbox, and even merge bills into an existing draft payment request.

Pay now

Select to generate a payment request for selected bills. The bill is moved along to the next step in the workflow. This can mean that the payment request needs to be approved if you are using payment approvals, or a check needs to be printed and confirmed.

Outbox payments

Select to view draft payment requests in your outbox.

Pay by entity

You can hold off on paying bills for specific entities that do not have the resources yet to pay in full.

To process bills for only those entities that can pay the entire bill, select Pay by entity. Then, select Select entities with ability to pay all bills in full and select Apply filter.

More actions

You can find the following actions in the More actions menu: Edit this page, Object definition, and Table size.

Apply credits

Select to apply credits automatically across the selected bills. Sage Intacct uses the Waterfall method to apply the available credit from the oldest to the newest bills in the payment request until the credit is consumed. Optionally, you can manually apply credits.

Clear credits

After you select a transaction, you can select Clear credits to clear the Credits to apply field.

Clear payment amount

After you select a transaction, you can select Clear payment amount to clear the Amount to pay.

Filter by

To view bills, select an existing filter from the dropdown list and select Apply filter, or select Add a filter set to define a new one using Advanced filter options. Filters must result in less than 1000 bills.

After you learn the basics about how to use filters to load bills to pay, check out these tips and tricks for creating advanced filters.

Due date range

The due date time period for the resulting set of bills:

• Past due
• Today
• This week
• Next week
• Custom: Enables you to enter a range of dates. Enter a starting and ending date for the range.
• This month
• Next month
• Next 30 days
• Remaining current month

Vendor range

The vendor ID or range of IDs for the resulting set of bills. Select the opening ID and closing IDs. If auto-numbering is on, vendor names might not appear alphabetically.

Payment provider

This field only applies to companies subscribed to Vendor Payments powered by CSI.

Select a payment provider to process the payment.

Payment method

Select the Payment method. For example, you can pay vendors by check, standard ACH, bank files, or cash. In some cases, such as credit cards and record transfer, you do not actually make payments. You simply record them here. This field is not a filter.

If you select joint check as the Payment method, the following information appears:

• View Payment request: Shows the Joint payee and Joint payee print as columns
• Check run details: Shows the Joint payee and Joint payee print as columns
• Posted payment list and payment information: In Posted payments, shows the Joint payee column
• Approve payments: Shows the Joint payee column on Approve payments
• Print check: Shows the Joint payee print as column
• Print payment copies: Shows the Joint check added to the Payment method filters
• Void check: Shows the Joint payee field in the Bill register and Check register

Bill currency

In a multi-currency company, the currency to be filtered by for a resulting set of bills that use that currency.

Payment request method

The method you want to use to aggregate bills in payment requests.

Bank

The bank against which you want Intacct to draw payments.

Use base currency banks to pay

Allows Intacct to use a bank that uses your base currency to pay a bill where the bill currency is other than your company base currency.

Exchange rate type

The Intacct daily rate or your company predefined rate type.

Set payment date to

The date the payment is to be made and the date that appears on any subsequent payments like checks and bank files. This is also the date that the payment posts to the General Ledger.

Send payment notifications from

You can have Intacct automatically send payment notification emails to selected vendors, informing them that they've been paid. Whenever you process payments to vendors, we check whether any of the vendors have payment notifications enabled. Those vendors will automatically be sent payment notifications. For complete setup instructions, see Notify vendors that they've been paid.

Payment notification emails are sent from a designated contact. When you select bills to be paid, you have the option to override the default contact for payment notification emails and choose a different Intacct user.

Make sure that contacts have valid email addresses.

Payment description

Appears if you select ACH or bank file as the payment method.

Any description you enter here appears in the Payment description column on the Approve payments page.

Bank balance

The total amount available in the account as it appears in the Bank register for the current date.

Adjusted bank balance

The book balance amount minus the total amount to pay of any selected bills on the Pay bills page.

Vendor name

The vendor who is the source of the bill.

Bill number

The record number assigned to the bill by the vendor. This number prints on the remittance stub, but not on the check itself.

Bill date

The transaction date.

Due date

Intacct calculates the due date based on the bill date and any selected term.

Currency

The currency you selected for filtering bills.

Amount due

The amount due for this bill.

Payment date

Today's date.

Preferred payment method

The Preferred payment method set on the Payment information tab of the vendor information record. This field is empty if no value was selected in the vendor record.

Credits available

The number of credit available including advances and adjustments. Select this value to drill down into credits.

Credits to apply

The amount of available credit you want to apply to the bill.

Discounts

The total discount available for the bill, if any. Selecting this value opens the Discounts popup window.

Partial payments do not support discounts. To process bills with discounts, make sure to pay the bill in full.

Amount to pay

One of the following for any selected bill:

• The amount due before applied credits
• The amount due after applied credits
• An amount you enter other than the amount due

Line details

Select line details at the end of a specific bill to view the line-by-line information for that bill. From there, you can apply credits manually.

Filter name

The unique name of the filter.

Default filter

When selected, this filter is applied by default when you load the Pay bills page.

Bill currency

In a multi-currency company, the currency to be used when paying bills.

Object

The Intacct object whose attributes you want to filter by. For example, vendor, bill, or bill item (line item) attributes.

Attribute

The attribute of the object you selected, that you want to filter by. The dropdown lists attributes available for filtering on the selected object. For example, if you selected vendor as the object, Term is available as an attribute.

Operator

Select operators such as equals, less than, and more to create a formula for granular filtering on bills.

Value

The value that completes the filtering formula, for example: Vendor name less than M, where "M" is the value.

Attribute

Select the object attribute that you want to sort by. For example, if you selected the object Vendor in the drill-down section, you could sort by the attribute Vendor name.

Order

Select Ascending or Descending to select the sort order for displaying the filter result.