Pay AP supplier invoices basics

Remaining workflow by payment method

A payment request becomes a posted payment when the payment process is complete.

What happens when Payment status = "Approved" for each payment method
Payment method	What happens when the payment request Payment status = "Approved"
Cash, Credit card, or Record transfer	Intacct immediately posts the payment to the GL
Selected by provider	CSI will pay the supplier using either virtual card, ACH, or cheque as applicable to each supplier. Intacct posts the payment to the GL when CSI has completed processing the payment.
Cheque or ACH / Bank file	You need to process the payment as applicable. When the payment process is complete, Intacct posts the payment to the GL. For example, if you're paying by ACH, generate the ACH file, send it to your bank, and then confirm the ACH file. When you confirm the file, Intacct posts the payment to the GL.
Amex Card, Amex ACH, orCheque Delivery	The payment process depends on your configuration. See your internal business process for details.

Pay AP supplier invoices page at a glance

Use the Filter by field to select, add, or edit a filter set. Optionally use filter sets to save frequently used filters or to refine the results using more filter options to find the AP supplier invoices you want to pay.
Optionally use the Due date range and Supplier range quick filters to find AP supplier invoices you want to pay.
If you use filters, make sure to select Apply filter to get results.
Use the middle, gray section to set the payment options for the selected AP supplier invoices. These fields are not filters. Here you'll indicate how you want to pay the AP supplier invoice (Payment method), the payment date (Set payment date to), and the Bank to use for the payment.
Use the checkboxes to select the AP supplier invoices you want to pay. Use the top checkbox to select all displayed AP supplier invoices.
After you select the AP supplier invoices you want to pay, you can either pay them now or add them to the outbox to pay later.

See the Pay AP supplier invoices field descriptions for detailed information on each field in the Pay AP supplier invoices page.

About the outbox

The outbox is a holding area for draft payment requests that you're not quite ready to process. For example, you might want to use the outbox if you create multiple types of payment requests, such as payment requests that use different banks or currencies. Or, say you want to tie to an aging report. By adding payment requests to the outbox, you can view the total amount to be paid for all the payment requests before actually paying them.

There is one outbox per user ID who pays AP supplier invoices. Sage Intacct Administrators can access all outboxes for all users.

When a AP supplier invoice is selected for payment and added to the outbox, the AP supplier invoice's State = "Selected". The associated payment request's Payment status = "Draft".

Learn more about using the outbox.

Partially pay an AP supplier invoice

Partially pay an AP supplier invoice or line items within a AP supplier invoice and create a payment request for the partial amount. You can pay the rest of the AP supplier invoice when you're ready.

Permissions and other requirements
Subscription	Accounts Payable
User type	Business
Permissions	Pay AP supplier invoices: Run

Go to Accounts Payable > All > AP supplier invoices > Pay AP supplier invoices.
Optionally, use the filter options to find the desired AP supplier invoice.
Select the AP supplier invoice and do one of the following:
- Enter the amount that you want to pay in the Amount to pay field.
- Select Line details to drill down and enter the payment amount for a specific line item. Select Save.
Do one of the following:
- Select Pay now to create a payment request.
- Select Add to outbox to create a draft payment request. It remains in the outbox until you're ready to pay it.

Apply supplier credits when paying AP supplier invoices

Unused supplier credits appear in the Credits available column of the Pay AP supplier invoices page next to applicable AP supplier invoices. The total available can include inline credits, adjustments, or advances associated with the supplier.

You can manually apply supplier credits to AP supplier invoice line items or you can apply them across multiple selected AP supplier invoices.

Apply credits to AP supplier invoice line items

Go to Accounts Payable > All > AP supplier invoices > Pay AP supplier invoices.
Find the AP supplier invoices you want to pay.
Select Line details next to the desired AP supplier invoice.
Select Credit details next to the desired line item.

The Apply credit page appears.
- The Amount column displays the credit amount.
- The Credits available column displays how much of the credit amount is available to apply to the selected AP supplier invoice.
Select one or more checkboxes next to the credits that you want to apply.

Intacct automatically zeroes out the Credits available field and populates the credit amount in the Credits to apply field. You can manually change this amount to anything less than the total credit amount.
Select Save and return to the AP supplier invoice details page.

The designated credit amount appears in the Credits to apply field.
Select Save and return to the Pay AP supplier invoicespage.

The sum of the applied credits appears in the Credits to apply field for that AP supplier invoice.
If applicable, enter the remaining amount you want to pay in the Amount to pay field.
Select Pay now or Add to outbox.

Apply credits across selected AP supplier invoices

Go to Accounts Payable > All > AP supplier invoices > Pay AP supplier invoices.
Find the AP supplier invoices you want to pay.
Select the desired AP supplier invoice.
On the left side of the page above the AP supplier invoice table, select Apply credits.

Additional resources

For more information on applying credits, see Apply an AP adjustment as a supplier credit to an AP supplier invoice.
To see a demo of applying inline credits, watch the Create and apply an inline credit video.

About payment status

Payment requests

The following payment statuses are applicable to payment requests found in the Payment requests list.

Payment status descriptions
Payment status	Description
Draft	The payment request was saved as a draft. This occurs when you select a AP supplier invoice to pay and add it to the outbox. A draft payment request has no effect on the General Ledger. You can edit a draft payment request as applicable.
Submitted	The payment request was submitted for approval. Only applicable if your company has payment approvals enabled. If you need to change a Submitted payment request, you can cancel the payment request and create a new one or edit the payment request to remove one or more AP supplier invoices.
Partially approved	The payment request was approved by at least one approver but is awaiting at least one additional approver. Only applicable if your company has payment approvals enabled.
Unapproved	The payment request was declined at some point in the AP supplier invoice approval process. Only applicable if your company has payment approvals enabled. Comments associated with declined payment requests are only visible in email notifications. To receive payment request approval notifications, select the Approved payment checkbox under the Email notifications, Approval confirmations section in your user Preferences page. See Resubmit a declined payment request for information on how to process the payment request.
Approved	You'll only see this status in the Payment requests list for payment requests created using either the "ACH / Bank file" or "Cheques" Payment methods. If your company has payment approvals enabled, the payment request completed the approval process and the payment request now requires additional processing. If your company does not have payment approvals enabled, Intacct automatically set the payment request to Approved and the payment request requires additional processing. You can edit or cancel approved payment requests.
Delivered	You'll only see this status in the Payment requests list for payment requests created using either the "ACH / Bank file" or "Cheques" Payment methods. If Payment method = "Cheque" indicates you printed the cheque but did not confirm it. If Payment method = "ACH / Bank file" indicates you generated the ACH or bank file but did not confirm it. You cannot edit delivered payment requests. If you need to cancel a delivered payment request, you must void the cheque, ACH file, or bank file first and then cancel the request.

Posted payments

The following payment statuses are applicable to payments found in the Posted payments list.

Payment status descriptions
Payment status	Description
Complete	The payment posted to the General Ledger.
Voided	The payment was voided or reversed.

View AP supplier invoice payment details

Use the AP supplier invoices register report to see payment details for AP supplier invoices, including the payment method, payment date, and bank account used.

Permissions and other requirements
Subscription	Accounts Payable
User type	Business, Employee, Approval
Permissions	AP supplier invoices Register report: Run

Go to Accounts Payable > All > Reports > Registers > AP supplier invoices.
Select the desired Time period and Filters values.
Under Filters, select Display payment details.
Under Format, select Landscape as the Page orientation.
Select View.

Cancel a payment request

Canceling a payment request resets the associated AP supplier invoice's state back to Posted. This lets you select it again for payment on the Pay AP supplier invoices page as applicable.

If you want to keep the payment request but need to remove one or more AP supplier invoices from it, edit the payment request.
Before you cancel a delivered payment request, you need to void the unconfirmed payment.
To cancel a completed payment, void the posted payment.

Permissions and other requirements
Subscription	Accounts Payable
User type	Business
Permissions	Payment requests: List, Delete

Go to Accounts Payable > All > Payments > Payment requests.
Find the payment request.
Select More actions > Cancel request at the end of the row.

Go to Accounts Payable > All > Payments > Payment requests.
Find the payment request.
Select Cancel request.

Learn more about paying AP supplier invoices and Accounts Payable

See the AP supplier invoices basics page to get started adding AP supplier invoices.
Check out the Use Accounts Payable page for links to many popular topics.
Find the Help Center to find information on particular subjects.

Pay AP supplier invoices basics—Accounts Payable

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