Print payment copies—Accounts Payable

You can generate PDF copies of payments that you issued out of Accounts Payable or Cash Management for print or email. For checks, Sage Intacct prints non-negotiable copies of the original check.

You can also email payment notifications after-the-fact from this page.

Understanding the address that prints on check payment copies

The company name and address that is printed on a payment copy is determined by the following:

  • Where you run Print payment copies (either at the top level or the entity level)
  • The filter settings you select when you run Print payment copies at the top level
Address used for print payment copies based on settings

Level

Filter settings

Address used on payment copies

Notes

Top level

No entity filter

Show entity-level checks is unselected

Company record address

 

Entity-level payments are excluded from the results

Top level

Filter by entity

Entity record contact address

Top-level payments are excluded from the results

Top level

Show entity-level checks is selected

Top-level payments show the company record address

Entity-level payments show the entity record contact address

Both top and entity-level payments are included in the results

Entity level

No applicable filters

Entity record contact address

Both top and entity-level payments are included in the results

As a general guideline, if you want the address on print payment copies to match the address used when the payment was made, run Print payment copies from the top level and select Show entity-level checks.

Customize and print payment copies

Printing payment copies is a two part process similar to running a report. First, you set filters for Intacct to find the group of payments you want; second, you select items to print or email.

Copies of checks contain the same information as the original checks. If any information changed after a check was paid originally (for example, if the contact name or address has changed), the copies will not reflect those changes.

Subscription Accounts Payable
User type Business
Permissions Payment Copies: Run

  1. Go to Accounts Payable > All > Payments > Print payment copies.

    When you run Print payment copies within an entity, payment copies show the contact address specified in your entity record. This is true whether the payment you select was processed at the top level or the entity level. If you want to retain the address that reflects where the payment was processed, run Print payment copies from the top level.

  2. Select the Payment period from the dropdown menu, or enter the start and end dates you want the printing run to cover.  

    For example, you can print a payment copy for a specific vendor paid last quarter. Used effectively, filters focus your results to the items you want, so you can quickly select and print without scrolling through long lists of payments.

    If you do not specify a payment period, Intacct uses the current month to date. You can specify either the payment period or the start and end dates, but not both.

  3. Set the filters to get the specific data you want.  

    Filters enable you to include or exclude specific types of data, such as payment method or bank. For checks, you can also specify the range of check numbers and include voided checks as part of the print run. As a general rule, to get fewer and more precise results, set more filters.

    If you are printing from the top level and want to include entity-level payments, and you want to preserve the address of the location where the payment was generated, select Show entity level checks.

  4. Sort the payments.

  5. Select View.

    The list of payments available for printing displays.

    If you want to refine the list of payment copies to print, select Customize to return to the Print payment copies filters page.

  6. For check payments, select Print detailed check stub or Print detailed vendor stub, to add a detailed check stub or vendor stub to the payment copy.

  7. To print a payment copy:

    1. Select the Print checkbox for each payment copy that you want to print.

      You can select or clear all checkboxes in a column by selecting the diagonal arrow icon at the top of the column.

    2. Select Print or email

      A PDF of your payment copies marked as Non-Negotiable appears.

      PDF reports and checks appear in a pop-up. Make sure you allow pop-ups in your browser.

      Allow pop-ups in Chrome:

      1. Select the three vertical dots in the upper right and select Settings.
      2. Go to the Privacy and security tab.
      3. Select Site settings.
      4. In the Content section, select Pop-ups and redirects.
      5. In the Default behavior section, select Sites can send pop-ups and use redirects.

      If you download a PDF but the files are not saved or you see the error "Failed-Forbidden", deactivate the native Chrome PDF Viewer.

      Download PDFs in Chrome:

      1. Open Google Chrome.
      2. In the address bar, enter chrome://settings/content/pdfDocuments
      3. In the Default behavior section, select Download PDFs.

      or

      1. Select the three vertical dots in the upper right and select Settings.
      2. Go to the Privacy and security tab.
      3. Select Site settings.
      4. In the Content section, from the Additional content settings dropdown list select PDF documents.
      5. In the Default behavior section, select Download PDFs.

      PDF reports and checks appear in a pop-up. Make sure you allow pop-ups in your browser.

      Allow pop-ups in Firefox:

      1. Go to the menu bar at the top of the page and select Settings.
      2. Go to the Privacy & Security tab.
      3. In the Permission section, deselect Block pop-up windows.

      Download PDFs in Firefox:

      1. Go to the menu bar at the top of the page and select Settings.
      2. Go to the General tab, enter PDF in the Find in Settings search bar.
      3. In the Applications table, from the Portable Document Format (PDF) dropdown list select Save File.

        If Portable Document Format (PDF) is not listed, download your favorite PDF viewer.

      PDF reports and checks appear in a pop-up. Make sure you allow pop-ups in your browser.

      Allow pop-ups in Safari:

      1. Launch Safari and select Safari > Preferences.
      2. Go to the Security tab.
      3. Find Web content and deselect Block pop-up windows.

      Download PDFs in Safari:

      1. Launch Safari and select Safari > Preferences.
      2. Go to the Security tab.
      3. Find Internet plug-ins and select Website Settings.
      4. On the list of plug-ins, select Adobe Reader.
      5. Under When Visiting Other Websites, select Allow Always from the dropdown list.
      6. Select Done.

      PDF reports and checks appear in a pop-up. Make sure you allow pop-ups in your browser.

      Allow pop-ups in Microsoft Edge:

      1. Open Microsoft Edge.
      2. In the address bar, enter edge://settings to see the browser settings.
      3. Go to the Cookies and site permissions tab.
      4. In the All permissions subsection, select Pop-ups and redirects.
      5. Deselect Block (recommended).

      Download PDFs in Microsoft Edge:

      1. Open Microsoft Edge.
      2. In the address bar, enter edge://settings to see the browser settings.
      3. Go to the Cookies and site permissions tab.
      4. In the All permissions subsection, select PDF documents.
      5. Select Always download PDF files.

      You might see a pop-up that the PDF reader has been disabled in Microsoft Edge. Select Download file to continue and download the PDF.

    3. Select the printer icon to select the printer and complete the printing process.

      Make sure that your printer settings are set to print checks at their actual size (without scaling) and the orientation is set to Portrait.

  8. To send a payment copy by email:

    1. Select the Email checkbox for each payment copy that you want to send by email.

      You can select or clear all checkboxes in a column by selecting the diagonal arrow icon at the top of the column.

    2. Edit the Email addresses column as needed.

    3. Select Print or email.

      Sage Intacct emails the payment copy to your chose recipient.

Set the time period 

You can use one of the predefined payment periods available from the Payment period and As of date boxes, or create your own payment period using the Start date and End date boxes.

In the Time Period section:

EITHER

  1. Select the Payment period down arrow, and then select the time period you want.
  2. Enter an As of date (the date that Intacct will use as a baseline for the period you select. Leave blank for today's date).

OR

Enter a specific Start date and/or a specific End date. (If you prefer, you can also specify these dates by selecting the icon next to each date box to open up a calendar window, and then selecting the date you want.)

The following table describes each item in the Time Period section of this page:

Field Description Limitations

Reporting period

These periods are relative to the As of date.

All periods begin on the first day of the period, such as the first day of the month, quarter, or year that you select.

Only works with As of date. Does not apply if you select a Start date or an End date.

As of date

The date Intacct uses a baseline for the reporting period that you select. Defaults to today's date.

Only works with Reporting period. Does not apply if you select a Start date or an End date. The format must be MM/DD/YYYY.

Start date

Leave the Start date blank to include all information from the earliest date of your Intacct data up to and including the end date.

The format must be MM/DD/YYYY.

End date

Leave the End date blank to include all information from the start date up to today.

The format must be MM/DD/YYYY.

If you fill in the Payment period and As of date boxes in addition to the Start date and End date boxes, Intacct selects payments based only on the specified start and end dates. It ignores the Payment period and As of date specified.

Set print filters

Use the filters to focus the results of your print job. Filters enable you to isolate and assemble just the data you want. You can set any combination of filters.

  1. To select the types of payments to include in your print job, select the Payment method.

  2. If you selected Check, select how many Checks per page you want to print by selecting the dropdown.

    To include a check and check stub, select One.

    To use the entire paper space to print three checks per page (without check or stubs) select Three.

  3. To select a .

    Administrators can preset a default account in Cash Management configuration (Cash Management > Setup > Configuration). You can set a default account on an entity-by-entity basis.

  4. To show results for a specific vendor or range of vendors, use the From vendor and To vendor dropdowns.
  5. To show voided checks, select the Include voided checks checkbox.

  6. To use the printed copies as remittance information for your vendors, then omit the watermark by clearing the Include "File Copy" Watermark checkbox.

    To use the printed copies as true internal file copies, leave the checkbox selected.

    This applies to any payment information that’s not part of a check stub. The stubs that accompany checks will always retain the “File Copy” watermark.

  7. You can filter the report by an individual Entity.

    To run this report at the top level, enter or select an entity. Intacct determines the currency by the entity that you select here.

    Select the Show entity level checks checkbox to see checks paid by the top-level company and the selected entity.

  8. To show results for a specific check or range of checks, use the From check and To check dropdowns.

Sort payments

Use the filters in the Check range/sorting options to control the sort order and the number of records to display per page. By default, Intacct sorts payments by date. You can sort by one or more of the items in the Sort By boxes.

  1. In the Sort by box, select the name of the item, then select the right arrow to add it to the box on the right. Remove an item by selecting the item in the box on the right, and then selecting the left arrow to move it back to the box on its left.

    Intacct sorts checks according to the order of the items in the Sort by box on the right.

  2. To move the sort order of an item, select it, and then select the up and down arrow icons to move the item up or down the list.
  3. To change the number of checks displayed on a page, for Max rows, select 50, 100, or 200.
  4. When you have the filters set how you want them, select View. To return to the filters and format page, select Customize.