Printing Multiple Checks for a Vendor Using Alternate Payee

The following procedure will guide you through the process of printing multiple checks for a vendor using an alternate payee. The alternate payee feature allows you to override a vendor's name or address on a check. This might be used if you are making payment to two or more payees when a subcontractor is being paid for work done by one of his subcontractors. It may also be used when two or more checks are to be issued to a single vendor during one payment cycle

Part A

  1. On the Site Map, click Accounts Payable > Data Entry Payment Processing.

  2. Click the Payment Selection button to display the A/P Payment Selection screen. Select the invoice(s) you will be paying using Alternate Payee Entry and click OK. Using A/P Payment Selection

  3. Click the Alternate Payees button to display the Alternate Payee Entry screen.

  4. At the Vendor field, enter the vendor code, or search and select a vendor code. Press Enter.

  5. Click the Invoices button to display the Invoices Selected for Current Processing Group window.

  6. Click New.

    Note: Sequence 01 should display at the top of the window. For check sequence number 01, all invoices/credit memos selected for payment to the selected vendor display. No entry is allowed. Press the Tab key to advance the cursor to the Check remarks field.
  7. Note that for all checks subsequent to sequence number 01, invoices do not automatically display. Enter an invoice/credit memo number, double-click on this field to select from a list of available invoice/credit memos, or press Enter to accept the software default.

  8. At the Invoice / credit memo field, enter the invoice you are paying, double-click on this field to select from a list of available invoices.

    Note: When the amount due to a vendor should be paid with two or more separate checks, sequence 01 will automatically include all amounts not selected for subsequent checks. Thus, it would be possible, if the first check should go to the vendor, and the second check should be jointly to the vendor and an alternate, to enter only sequence 02 on this screen. Sequence 01 would then be made out to the vendor for the amount not included on the alternate payee's check. Discounts must be taken on sequence 01.
  9. At the Type field, use the drop-down menu to select Invoice and then press Enter.

  10. At the Payee amount field, enter the amount of the invoice that you are paying the primary alternate payee.

    Note: If you are paying the entire check to the alternate payee, enter the entire amount listed in the Available amount field here.
  11. At the end of the line transaction, select the OK checkbox. Click OK.

    If you are paying the entire check to the alternate payee, then you have completed the process. When the check run is printed, the alternate payee you selected will appear on the check. Click OK again to return to the A/P Payment Processing menu.

    If you are splitting the payment between two or more checks, proceed to Part B.

Part B

  1. In the Line field, add the next sequence number (for example, if the first line was automatically assigned "01", you would enter "02" here).

  2. In the Alternate payee name field, enter the second alternative payee's name and press Enter.

  3. Continue through the line transaction, adding the alternate payee's address information and selecting the One time checkbox.

  4. Click the Invoices button.

  5. In the Seq field, add the next sequence number.

  6. At the Invoice / credit memo field, enter the invoice you are paying, double-click on this field to select from a list of available invoices.

  7. At the Type field, use the drop-down menu to select Invoice and then press Enter.

  8. At the Payee amount field, enter the amount of the invoice that you are paying the primary alternate payee.

    Note: If you are splitting the payment between two alternate payees, then the amount shown in the Available amount field should be entered here.
  9. Select the OK checkbox to return to the main screen.

  10. Repeat steps 1 – 9 if you will be splitting the payment between three or more alternate payees. Otherwise, you have completed the process. When the check run is printed, the alternate payee you selected will appear on the check. Click OK again to return to the A/P Payment Processing menu.