The company I work for we deal with a lot of vendors and sometimes the vendors want two or more invoices on sperate checks, instead of one lump sum on one check. for example, every week I print out 26 Child Support checks and to print them out one by one in the Vendor Invoices takes a lot of my time, and it is only going to get worse. To do it in the Payment Processing with one batch would help so much.
Guest
| Company | S3H, Inc. |
| Job Title / Role | Accounts Payable Manager |
| I need it... | Yesterday...Come on already |
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Have you ever wanted to cut separate checks to the power company or some other utility?
This is one of those questions that come up when I meet with Spectrum users, so I’d like to take this opportunity to talk about how it is done using Locations.
Vendor Locations is a new concept in version 14. Here you can create 9,999 different addresses for one vendor…and even better, you can assign these addresses directly to the invoice!
Scenario
You need to pay the utility for power at your job sites. You know that they won’t apply the payments correctly if you send in one check, so you decide to send in one check per invoice. Let’s assume you receive a separate invoice for each job site.
Recommended Setup
Navigate to the Vendor Locations page. (A/P | Vendors | Locations)
Enter the utility’s vendor code.
Click New.
Press Enter to accept the next location number.
Enter the Job number and name as the ‘Location name’.
Enter the job’s account number with the utility as ‘Address 1’.
Enter the utility’s address in the remaining fields.
Do not select any of the ‘Default’ checkboxes.
How to assign the Location in Invoice Entry
When entering an invoice for the utility, navigate open the ‘More Information’ window.
Select the ‘Remit to alternate payment location’ checkbox.
Locate the job number in the search window and select it.
Enter the rest of the invoice as you normally do.
During Payment Processing, the system will automatically cut a separate check for every ‘Remit to alternate location’ assigned to invoices.
What if I forgot to change the location code on a posted invoice?
Don’t worry! You can modify the location information on unapproved and open (posted) vendor invoices in the following places:
Vendor Invoice Entry
Simply call up the invoice and click the ‘More Info’ button.
Vendor Open Items (A/P | Vendors | Open Items)
Call up the vendor and highlight the invoice you wish to change. Click the Invoice button.
If the invoice is unposted or unapproved, a new Spectrum tab will appear with the invoice in context. Click on ‘More Info’ and make your changes.
If the invoice is posted, the Vendor Invoice Inquiry window will appear. You can click on the ‘More Info’ button and make your changes from here.
Payment Processing | A/P Payment Selection (A/P | Data Entry | Payment Processing)
Click the magnifying glass icon on the invoice you wish to change to open the Vendor Invoice Inquiry window. You can click on the ‘More Info’ button and make your changes from here.
I hope this you find this information helpful!
Geoff