Initialize New Payment

The Initialize New Payment section of the AP Payment Posting form allows you to add a single invoice to a payment batch. This section includes the Month and APTrans fields. It also includes the CM Acct is missing on the transaction... field when you attempt to add an invoice without an associated CM account number.

The following instructions detail how to add single invoices to a batch using the Initialize New Payment section of AP Payment Posting.

  1. Enter a new sequence number in the Seq # field or enter N, New, or + to have the system generate the next available sequence number.
  2. Enter the invoice expense month in the Month field in the Initialize New Payment section.
  3. Enter the AP transaction number in the AP Trans field. Press F4 to see a list of invoices associated with the specified month.
  4. Click Initialize.
The system adds the invoice to the batch.

If an invoice is missing a CM account, the system displays a warning dialog box. Close the dialog and enter a CM account in the CM Acct is missing on the transaction... field. Click Re-validate and then click Initialize to add the invoice to the batch.

If you are adding an invoice with a payment method of credit service, the system will not add the invoice if the CM account does not match the CM Acct field (AP Company Parameters form, Payment Services tab). Additionally, invoices with a payment method of credit service will not be added if you did not enter the required credit service provider information in the AP Company Parameters form (Comdata or EFS sections of the Payment Services tab).

Invoices with payment method of either check or EFT that reference the credit service CM account number (CM Acct field, AP Company Parameters form, Payment Services tab) will not be added to the batch.

If the invoice is associated with a subcontract or purchase order, the system will check for compliance. If the invoice is “out of compliance,” a warning displays. To add the transaction, click Initialize and the system adds the invoice to the payment batch. For more information on tracking compliance in AP, see Vendor Compliance Tracking.