Selecting Invoices for Payment

Access this screen by selecting MNACCK #2-Select Invoices for Payment.

The CU*BASE Accounts Payable system is set up to mirror the typical office procedure of approving invoices for payment and printing checks. The person who approves invoices for payment will generally look at all of the open invoices and select those which should be paid now. This is the first in a series of screens used to select that group.

Once the invoices have been selected here, they are considered “vouchers” waiting to be paid and will appear when you use the Print CU Checks command. You can return to this screen later and select a different batch or some individual invoices by vendor, and these will be added to any invoices that have already been selected previously.

Once an invoice has been turned into a voucher, it cannot be “unselected” and turned back into an invoice, although you can wait to actually print the check for as long as you like.

·     HINT: For example, you might approve payment of an invoice for a shipment of envelopes, but wait to actually cut the check until the delivery is actually made later that week. In this case it is recommended that you use the Check Date field on this screen (described below) to specify the date when the checks will actually be printed.

After selecting invoices here, the Print CU Checks screen will appear automatically so that you can print checks immediately, either for all vouchers or for a select group. (After that screen appears, you can cancel and return later using the “Print CU Checks” command on menu MNACCK.)

The first step is to decide whether you wish to:

a)   Approve all outstanding invoices or choose a batch of invoices based on due date, OR

b)   Handpick specific invoices to be paid, one vendor at a time.

Selecting a Batch of Invoices by Due Date (or Paying All Open Invoices)

1.   Click the Select a Batch of Invoices button to reveal several selection fields.

2.   Enter your credit union's Corporate ID.

3.   To select only invoices that have been created with debits to a specific branch number, enter the branch number now. Leave to field blank to include all fields.

4.   Use the Start Due Date and End Due Date fields to specify a range of due dates to be approved for payment. Or leave the fields blank to include all open invoices.

5.   Next, complete any of the options in the bottom section of the screen to control how the checks will be produced. (See Options for Payment below for more details.)

6.   Press Enter to select the invoices (they are now referred to as “vouchers”) and proceed directly to the initial Print CU Checks screen. Click here for further instructions on printing the checks themselves.

Selecting Invoices One at a Time (by Vendor)

Use this method when you just want to pay one or more specific invoices quickly.

1.   Click the Select One Invoice at a Time button or F1-Select Ind.

2.   A second screen will appear listing all vendor names. Select the desired vendor and use Enter to proceed to the next screen listing all outstanding invoices for that vendor. Click here for instructions on selecting invoices using that screen.

3.   When done selecting invoices, you will use F7-Exit to return to this screen. Complete any of the options in the bottom section of the screen to control how the checks will be produced. (See Options for Payment below for more details.)

4.   Press Enter to select the invoices (they are now referred to as “vouchers”) and proceed directly to the initial Print CU Checks screen. Click here for further instructions on printing the checks themselves.

Options for Payment

Link to ID: http://www.cuanswers.com/doc/gold/gold.htm#988g.htm