Accounts Payable

Introducing joint cheques for Accounts Payable

If you handle bills from suppliers who subcontract portions of their work and you need to pay both parties, you'll love the joint cheques payment method, now available to all Accounts Payable subscribers.

With joint cheques, you can add 1 or more joint payees to a bill and issue two-party checks to them. You can make payments to joint payees at either the bill level or line level.

Details

Setting up joint payees

To get started, enable joint cheques in the Accounts Payable Configuration, at the top level. You can deactivate joint cheques up until the point when you make your first joint payment.

After you enable joint cheques, Sage Intacct adds the following to existing pages:

• A Joint payee tab is added to AP supplier invoices after they’re created
• The Joint cheque payment method is added to Pay AP supplier invoices
• Joint payee columns are added where payments are listed, such as on the Payment requests list, in Posted payments, and in the Cheque register
• The Joint payee print as column is added for Payment request lists and on the Print cheques page

You can then set up a joint payment by adding one or more add joint payees to a saved AP supplier invoice.

When setting up joint payees, note the following:

• Each joint payee on an AP supplier invoice must be unique.
• By default, Joint payee print as uses the format <primary supplier> AND <joint payee>. You can override this value as needed.
• You cannot add joint payees on Purchasing documents, such as those converting a subcontract or purchase order into an invoice.
• After you initiate a payment to a joint payee, you cannot delete the joint payee from the bill.
• CSV import does not support joint payees for AP supplier invoices. Add joint payees after the AP supplier invoice is imported.

Paying AP supplier invoices with joint cheques

Pay joint payees by selecting Joint cheque as a payment method in Pay AP supplier invoices. When you select this payment option, Intacct does the following:

• Filters the list of AP supplier invoices to show only AP supplier invoices with joint payees.
• Adds a Payee details link appears next to each AP supplier invoice, for paying joint payees at the AP supplier invoice level
• Adds a Payee line details link in the Line details drill down, for paying joint payees at the line level.

The Amount to pay field on the Pay bills page summarizes the amounts that you enter in Payee details or Payee line details.

When paying using joint cheques, note the following:

• Editing the summarized Amount to pay on the Pay AP supplier invoices page overrides the joint payment details you added on other pages and assigns the pay amount to the primary vendor.
• Credits and discounts are not supported for joint payments.
• Payments that use the Joint cheque payment method generate one payment request per joint payee per AP supplier invoice.
• Joint cheque payments cannot be merged in the outbox.
• Joint cheques do not support foreign-to-base currency transactions, where the AP supplier invoice currency is different from the bank currency.
•  If you select an AP supplier invoice for payment that has joint payees, but you do not choose the Joint cheque payment method, the amount is paid to the primary supplier only.
• Joint cheques are not available when using Pay by entity.

How it works

Step 1: Enable joint cheques

1. Go to Accounts Payable > Setup > Configuration.
2. Under Enable functionality, select Enable joint checks.
3. Select Save.

The joint payee tab is now available on AP supplier invoices that have been posted or saved as drafts.

Step 2: Create an AP supplier invoice with joint payees

1. Create an AP supplier invoice for the primary supplier.
2. Save the AP supplier invoice as a draft or post it.
   If your company uses AP supplier invoice approvals, save the AP supplier invoice as a draft. Then, submit it after you add the joint payees. Otherwise, the AP supplier invoice will go through approval twice: first when you create it, and a second time when you add the joint payees.
3. On the AP supplier invoices list, select Edit next to the AP supplier invoice.
4. Select the Joint payee tab.

   If you do not see the Joint payee tab, this means that the Joint cheque payment method is not enabled for your company.

5. For Joint payee, enter the name of the secondary payee that you want to appear on the cheque, alongside the supplier.

   Joint payee print as shows how the cheque will be issued when you pay the AP supplier invoice. The print as format is Supplier AND joint payee.

6. To issue additional cheques to other joint payees when you pay the AP supplier invoice in the future, enter each Joint payee on a new line.

   Later, when you pay the AP supplier invoice, you'll enter the amount to pay each joint payee, either at the AP supplier invoice level or the line level.

7. Select Submit, Post, or Draft.

Step 3: Pay an AP supplier invoice to joint payees

1. Go to Accounts Payable > All > Pay AP supplier invoices.
2. Apply a filter to load AP supplier invoices
3. Select Joint checks as the Payment method.

   Sage Intacct filters the list of AP supplier invoices to show only the ones that are set up with joint payees.

4. Select the remaining payment information, such as Bank, Currency, Exchange rate type, and Payment date.
5. Select the AP supplier invoice you want to pay.
6. To assign payment amounts at the AP supplier invoice level:
   1. Select Payee details next to the AP supplier invoice.
   2. Enter the Amount to pay for each joint payee that you want to issue payment to.

      Line 1, which shows no joint payee, is paid to the supplier alone.

      Payments that you make based on the total AP supplier invoice amount, instead of at the line level, are distributed across line items in order.
7. To assign payment amounts at the line level:
1. Select Line details next to the AP supplier invoice.
2. Select Payee line details next to the line you want to pay.

   The Payee line details page lists the joint payees that you set up for this AP supplier invoice.

3. For each joint payee that you want to pay, enter the Amount to pay for this line only.

   Line 1, which shows no joint payee, is paid to the supplier alone.

4. Select Save to return to AP supplier invoice details.

   To make payment to a joint payee on another line, select Payee line details for that line and repeat the process.

8. Select Save to return to Pay AP supplier invoices.
   The amounts you assigned to joint payees at the line level or AP supplier invoice level are summarized upstream. Editing an upstream amount removes the detail that you entered on the payee line detail or payee details and assigns the pay amount only to the primary supplier.
9. Select Pay now or Add to outbox.

Intacct generates a payment request for each joint payment or supplier payment that you specified. Joint payments cannot be merged in the outbox.

After the payment requests are approved, print the cheques.

Permissions and other requirements

Subscription	Accounts Payable
Regional availability	All regions
User type	Business
Permissions	To add joint payees to an AP supplier invoice: AP supplier invoices: List, View, Add, Edit To pay an AP supplier invoice that has joint payees: Pay AP supplier invoices: Run
Configuration	Enable joint cheques in Accounts Payable Configuration.