Accounts Payable Pay Invoices Session Form
Use this form to start a payment session for a related set of invoices. You can do this by opening an existing session from the Unposted Sessions table, which lists all invoice sessions with a current status of either Batch-to-Post or Batch-to-Suspend. Any session that has checks printed with a status of Batch-to-Post, can be selected for Posting.
Click Accounts Payable Pay Invoices on the title bar to return to the Accounts Payable Pay Invoices Form.
This page assumes that you have all applicable Accounts Payable access rights.
Document List
Existing session documents are listed on the left under the Search documents field. Click an existing document to load it into the session form.
Session Information
The session information section of the form includes the following information.
| Session Name | The session name |
| Session Date | The session date |
| Session Description | The session description |
| Session Status | The session status: Batch to Suspend or Batch to Post |
| Session Total | The session total dollar amount |
Note: Click on the session name on the title bar to bring up the Session Information Form to make changes to session information.
Session Options
The Session Options section of the form has this option:
| Attachments | Click to display the Attachments Form |
Document Details
Use the Document Details fields to create or update an Accounts Payable Invoice Session Document.
| Document Number |
To work with an existing document, click one of the documents in the Document List. The remaining fields and buttons of the form activate after an existing document is selected from the Document List. |
| Document Date | Accept the session date, or enter a valid date specific to this document |
| Description | Enter a brief description of the credit or accept the session description as a default |
| Document Amount | The amount of the invoice |
| Vendor ID | The ID of the vendor |
| Vendor Name | The full name of the vendor |
| Check Address | The vendor address to use for the check |
| Payee | The full vendor address |
User Defined Fields
Created by an administrator, user defined fields (UDF) have specific characteristics such as field type, character length, and default values specific to the field. All fields that display in this section are specific to your organization.
Transactions
The Transactions table lists the number of records for the document. Click in a table entry to add or adjust an entry. Refer to Tips and Shortcuts for more information on working with tables of data.
Note: The fields available depend on the document record viewed.
| GL, Fund, and other segments | The segment code for the transaction. Segments were set up when the organization was created |
| 1099 Box | The transaction MISC code for the 1099 form type |
| Invoice/Credit Number | The transaction invoice credit number |
| Debit | The transaction debit amount |
| Credit | The transaction credit amount |
| Entry Type | The transaction entry type |
| Effective Date | The transaction effective date |
| Description | The description of the transaction |
| UDF Fields | Includes any user defined fields |
| Delete | Click to remove the transaction line from the document |
| Distribution Codes | If your organization has one or more distribution codes defines, you can use them to simplify the process of entering related transactions by clicking DISTRIBUTION CODES at the top right of the Transactions table. See the Distribution Codes help topic for more details |
| Applying Offsets | If your organization has appropriate offsets assigned for this account, you can apply them to the invoice by clicking APPLY OFFSETS at the top right of the Transactions table. Offsets are assigned using MIP Fund Accounting |
| Debit, Credit, Net | For non-budget transaction types, Credit and Debit transactions must balance before you can save a document |
Buttons
| Cancel | Click to clear the current transaction document |
| Delete | Click to delete the currently loaded document. This button is disabled until a document is loaded, or until a newly entered document is saved |
| Save & New | Click to save the current document and return to the empty form |
| Save | Click to save the current document but leave it on the screen for further edits |
| Save & Close | Click to save the current document and close the session, returning to the Accounts Payable Pay Invoices Form |
Note: To use a different save functionality, click the up arrow on the right of the Save & New button; a menu appears with the other two options. As a time-saving measure, if you select one of these options, the default button label changes to match.