Field Definitions: AP Payment Workfile Form

The following is a list of field descriptions for the AP Payment Workfile form.Many of the descriptions include links to other topics that provide additional information about or related to the topic.

CM Acct To Use If Not Assigned In The Transaction

Optional.

Specify the CM account to use for transactions with no CM account assigned. During initialization, the system will automatically assign this CM account to any transaction without a CM account.

Restrict by CM Account

Check this box to restrict initialization based on CM account. CM account is specified to the right.

Do not check this box if not restricting initialization based on CM account.

CM Acct

Enabled only when the Restrict by CM Account box is checked.

Specify the CM account by which to restrict initialization. Only transactions with this CM account meeting all other restriction criteria will be initialized into the payment work file.

Vendor

Optional.

Specify the vendor by which to restrict initialization. Only transactions posted to this vendor and meeting all other restriction criteria will be initialized into the payment work file.

AP Ref#

Optional.

Specify the AP reference number by which to restrict initialization. Only transactions posted to this reference number and meeting all other restriction criteria will be initialized into the payment work file.

JCCo

If restricting by Job, you must enter the JC company. Otherwise, entry is optional.

Specify the JC company by which to restrict initialization. Only transactions posted to this JC company and meeting all other restriction criteria will be initialized into the payment work file.

Job

Optional.

Specify the job by which to restrict initialization. Only transactions posted to this job and meeting all other restriction criteria will be initialized into the payment work file.

Restrict By Payment Control

Check this box to restrict initialization based on payment control number.

Do not check this box if not restricting initialization based on payment control number.

Payment Control

Specify the payment control number by which to restrict initialization. Only transactions with this payment control number and meeting all other restriction criteria will be initialized into the payment work file.

Restrict By Payable Type

Select this check box to restrict initialization by payable type. Then use the selection box to the right of this field to specify which payable types to restrict by. Only those transactions posted to the selected payable types and meeting all other restriction criteria will be initialized into the payment work file.

Do not select this check box if not restricting initialization by payable type.
Note: The list of payable types excludes any payable types designated for retainage in AP Company Parameters or for a pay category in AP Pay Category.

Include On Hold Transactions

Select this check box to include hold codes (non-retainage only) when initializing the payment work file.

Clear this check box to exclude "on hold" transactions when initializing the payment work file.

Note: To release retainage for payable transactions, you must use AP Release Retainage; you cannot release retainage holds using this form. For more information, see Release Retainage for AP Invoices.

Check to Pay if Out of Compliance

Default is No (unchecked), but can be overridden.

This option sets the default for the Pay option in the AP Payment Workfile header grid. When this option is checked, out of compliance transactions are initialized as checked to pay. However, functionality is determined by how the “Don’t Add to Payment Batch if Out of Compliance” option is set in AP Company Parameters. For example, if a user checks this flag, but the AP Company Parameters setting is set to “not add out of compliance transactions” to a payment batch, then the initialization does not check these transactions to be paid and the user will not be able to manually check the “to pay” column.

The following table illustrates how the two options work together. Note that the setting in the AP Payment Workfile header grid determines whether a transaction occurs.

AP Payment Workfile

AP Company Parameters

AP Payment Workfile Grid

Can User Change the AP Payment Workfile Grid?

Yes, pay if out of compliance (checked)

No, don't pay out of compliance (checked)

No, don't pay (unchecked)

No

Yes, pay if out of compliance (checked)

Yes, pay if out of compliance (unchecked)

Yes, pay (checked)

Yes

No, don't pay if out of compliance (unchecked)

No, don't pay if out of compliance (checked)

No, don't pay (unchecked)

No

No, don't pay if out of compliance (unchecked)

Yes, pay if out of compliance (unchecked)

No, don't pay (unchecked)

Yes

Separate Payment Per Job

Check this box if a separate check will be printed (in AP Payment Posting) for each unique job. All job transactions will be grouped together by vendor and job, and a separate check will be printed for each unique combination.

Do not check this box if a single check will be printed per vendor.

Separate Payment Per Subcontract

Check this box if a separate check will be printed (in AP Payment Posting) for each subcontract. All subcontract transactions will be grouped together by vendor and subcontract, and a separate check printed for each unique combination.

Do not check this box if a single check will be printed per vendor.

Exclude Vendors with Credit

Check this box to exclude vendors with a credit balance.

When you check this box, if the sum total of all the vendor’s transactions is zero, or have a negative balance (credit), the system does not add the transactions to the batch. If you do not check this box, the system initializes both positive and negative transactions into the workfile, but only adds transactions greater than zero into the payment batch.

Open Retainage only

The Open Retainage only check box on the AP Payment Workfile form.

Select this check box to include only open retainage transactions in the payment workfile. The transaction grids display only those transactions/lines for which you have released retainage in AP Release Retainage. If a transaction includes multiple lines, retainage and non-retainage, only the lines for released retainage will display.

If you leave this check box unselected, the grid includes all lines for a transaction; however, lines with unreleased retainage will default with the Pay check box unselected.

For more information about adding open retainage to a payment workfile, see Create a Released Retainage Payment Workfile.

Payment Methods

For each payment method, select the check box to include invoices to be paid by that payment method.

If you do not select the check box for a payment method, invoices with that payment method are excluded.

Note: By default, when you open the form, the Check and EFT check boxes are selected. When processing invoices that have a credit/payment service payment method, use a separate payment batch from invoices paid by check or EFT.

Include Transactions Due As Of

Specify the due date to use as a cutoff date when determining which transactions to initialize into the work file. All transactions with a due date equal to or less than this date will be initialized into the payment work file. All transactions with a due date later than this date will be skipped.

If left blank, all transactions meeting other selection criteria will be initialized, regardless of due date.

If Available, Use Discount Date

Check this box if you want the discount date to be compared to the date you entered in the Include Transactions Due As Of field when selecting transactions to add to the payment work file. All transactions with a discount date equal to or less than the cutoff date will be initialized into the payment workfile. All transactions with a discount date later than the cutoff date will be skipped. If a transaction does not have a discount date indicated, the transaction’s due date will be used.

Do not check this box if you do not want to compare a transaction’s discount date to the cutoff date when selecting transactions to add to the payment batch. The due date will be used instead.

Note:

If this option is checked and you enter a date in the Cancel if Discount Date is Prior To field, it will affect how discounts are handled. For more information, see Adding Invoices with Discounts to a Payment Batch.

Include Discounted Transactions Only

Check this box to initialize only those transactions with a discount. When checked, if any line on a transaction has a discount, all lines for the transaction will be initialized into the batch.

Do not check this box if all transactions should be initialized, whether or not a discount is taken.

Take All Discounts

Only select this check box if you want offered discounts to be taken.

This field is disabled if either of the following check boxes are selected in the AP Company Parameters form:

  • PayTypes/Discounts/ICR tab: Post Discounts Offered to GL and Net Amounts to Subledgers

  • Invoice Options tab: Using tax discount

Note: Offered discounts will automatically be taken and cannot be changed.

Cancel if Discount Date is prior To

Cancel if Discount Date is prior to field in the AP Payment Workfile form

For those transactions offering discounts, enter the discount date to use when determining whether the discount may be taken or not. Discounts will be taken for all transactions with a discount date equal to or greater than this date. If the discount date specified for a payable transaction is prior to this date, the discount will not be taken.

If you specify a date here and you have also selected the If available, use Discount Date check box, it will affect how canceled discounts are handled. For more information, see Adding Invoices with Discounts to a Payment Batch.

This field is disabled if either of the following check boxes are selected in the AP Company Parameters form:

  • PayTypes/Discounts/ICR tab: Post Discounts Offered to GL and Net Amounts to Subledgers

  • Invoice Options tab: Using tax discount

Initialize To Be Paid

Check this box to mark initialized transactions as ready for payment. During initialization, the system checks the Pay box for each transaction/line that initializes into the work file, as long as:

  • the transaction's due date is equal to or less than the date you indicated in the Cutoff Date fields.

  • the transaction is in compliance or, if out-of-compliance, you did not check the ‘Don’t add Vendor to Payments Batch if out of compliance’ boxes in AP Company Parameters (for Invoices, Subcontracts or Purchase Orders).

Do not check this box if you do not want initialized transactions to be marked as ready for payment.

Mth

If adding transactions manually, specify the month in which the transaction you want to add to the payment work file was posted.

If transactions were initialized into payment work file, this will be the transactions posted month. Month cannot be changed.

Trans

If adding transactions manually, specify the transaction to add to the payment work file. Press F4 for a list of valid transactions for the vendor and month.

If transactions were initialized into payment work file, this will be the number assigned to the transaction. Number cannot be changed.

Vendor

If adding transactions manually, specify the vendor assigned to the transaction you want added to the payment work file. Press F4 for a list of valid vendors.

If transactions were initialized into payment work file, this will be the vendor assigned to the transaction. Vendor cannot be changed.

Disc Date

Defaults the discount date for this transaction based on assigned payment terms (if applicable). May be overridden.

Due Date

Defaults the due date for this transaction based on assigned payment terms. May be overridden.

Note:

If you want changes to the due date to be updated to the detail lines for this transaction, you must be in 'Change' mode (i.e. save the header transaction, then make the change). If you change the due date while in 'Add' mode, it will not be updated to the detail lines.

Release Hold Code

The Release Hold Code check box on the AP Payment Workfile form, Transactions grid.

Select this check box to release the hold code associated with this transaction. When you remove the hold code from the transaction, the system removes the same hold code from all associated line items and clears the On Hold check box for this transaction. This box remains checked until you refresh the screen.

If you select this check box and there is more than one hold code associated with the transaction, the system displays the AP Payment Control Detail form. You must then use that form to release hold codes.

Note: You cannot use this feature to release retainage; you must release retainage using AP Release Retainage. If you select this check box and the transaction only has a retainage hold, a message displays indicating you must use the AP Release Retainage to release retention. For transactions with multiple holds, you can use AP Payment Detail to release only the non-retainage holds.

For information about releasing retainage, see Release Retainage for an AP Invoice.

Pay

Check this box if this transaction is ready to be paid. When creating a payment batch (the Create Payment Batch button is clicked), this transaction will be removed from the payment work file and added to the payment batch.

Do not check this box if this transaction is not ready to be paid. When creating a payment batch (the Create Payment Batch button is clicked), this transaction will be removed from the work file, but will not be added to the payment batch.

Note:

If you checked the “Initialize to be Paid” option when initializing the payment work file, this box will automatically be checked for each transaction. However, if a transaction is 'out of compliance' (line highlighted in red) and the "Don't Add to Payments Batch if Out of Compliance" option is checked for Subcontracts and/or Purchase Orders (in AP Company Parameters), this flag will be left unchecked for that transaction. You will need to manually set this flag to Y (checked) if you want to include the transaction when initializing the payment batch.

Additionally, if a transaction is marked for payment, but will result in a negative payment, it will not be added to the payment batch when initialized. Instead 'negative payment' transactions will remain in the payment work file.

Net Pay Amount

Display only.

This will be the net payment amount for this transaction. Payment amount will be determined by the payment amounts specified for each line/sequence that have been marked as paid for this transaction (in Payment Work file Detail).

Note:

If a transaction is marked for payment, but will result in a negative payment, it will not be added to the payment batch when initialized. Instead 'negative payment' transactions will remain in the payment work file.

Pay Control

Defaults pay control number assigned to transaction, if applicable. May be overridden.

Pay Method

The Pay Method field in the AP Payment Workfile form's grid.

This field's default value comes from the payment method assigned to the transaction record. You can change it to one of the following:

  • N-Viewpoint ePayments (U.S. only)

    Even if you intend to use this pay method, you're not required to select it here because at the moment you generate the ePayments file, you are given the option to change the pay method originally assigned. For details, see the field help for Payment Methods in the AP Viewpoint ePayments Export form.

  • C-Check
  • E-EFT
  • S-Credit Service

If you want to change the selection to E-EFT, you must also specify the necessary bank account information in the AP Vendors form (Payment Method tab, EFT Info section). For more information, see Setting a Payment Method. If you have not specified bank account information, the system will display an error but will allow you to save the record.

If you want to change the selection to S-Credit Service, you must also specify the necessary credit service information in the AP Company Parameters form (Payment Services tab). This information includes the credit service provider (Comdata or EFS), credit service CM account number, and any other necessary credit service information. For more information, see Setting Credit Services Information. If you have not specified credit service information, the system will display an error but will allow you to save the record.

If you change the selection to S-Credit Service, the system will update the CM Acct field with the account you specified for the credit service in the AP Vendors form (CM Acct field, Payment Services tab). If you change this field from S-Credit Service to either C-Check or E-EFT, the system will update the CM Acct field to use the correct account based on one of the following methods: AP Transaction Entry; batch posted from MS Haul Payment Worksheet or MS Material Payment Worksheet; or based on the CM Acct to use if not assigned in the transaction field located above the workfile grid.

Note:

If you are using Comdata as your credit service provider, the system will check to see if you specified a credit service email for the vendor in the AP Vendors form (Payment Service Email field, Payment Method tab). If you have not specified an email address, the system will display a warning, but will allow you to save the record.

CM Acct

For invoices with a payment method of check or EFT, the default value in this field comes from one of the following:

  • AP Transaction Entry form

  • Batch posted from MS Haul Payment Worksheet or MS Material Payment Worksheet

  • From the CM Acct to use if not assigned in the transaction field on this form

For invoices with a payment method of credit service, this field defaults from the CM Acct # field in the AP Company Parameters form (Payment Services tab).

Accept the default value or enter a different valid CM account for the invoice.

If you change the Pay Method field for this invoice, the system will update this field based on the default information above.

Note:

If you have specified a credit service CM account in the AP Company Parameters form, and you are paying this vendor with a different method (either check or EFT), the system will display a warning if you enter the credit service CM account. You will be allowed to save the record, however.

Supplier

If this is a two-party check, indicate the supplier (from AP Vendors) to be paid by this transaction. The supplier entered here will be assigned to each detail line associated with this transaction.

Separate Pay

Check this box if this transaction is to be paid separately. When payments are initialized in AP Payment Posting, a separate payment will be generated for this transaction.

Note:

If you are generating separate payments per job or subcontract, and this option is checked, this transaction is paid separately from all other transactions for a subcontract or job.

Do not check this box if this transaction is not to be paid separately. When payments are initialized, this transaction will be grouped together with other transactions having the same vendor on a single invoice.

This option defaults to the setting selected for the Separate Payment option in AP Transaction Entry; updating this option updates the option in AP Transaction Entry and vice versa.

Address Seq#

Specify the payment address sequence to use for this transaction. Must be a valid address sequence defined for the vendor in AP Additional Addresses, and must be an address sequence flagged as 'Payment' or 'Both'.

Note:

If you previously entered an override address (below), entering an address sequence in this field will cause the 'Override Payment Address' checkbox to be cleared, and the override address to be replaced with the address defined for this address sequence.

Override Payment Address

Check this box if you want to override the standard name and/or address specified for this transaction's vendor. When initializing the payment batch, a separate check will be printed for this transaction.

Do not check this box if you do not want to override the payment address for this vendor.

Note:

This checkbox is only for use when entering an override payment address (below). If you check this box, then enter an Address Seq (above), this box will automatically be cleared.

Name

If the Override Payment Address option is checked, you may enter an override name here (up to 60 characters). If left blank, the vendor's name as defined in AP Vendors will be used.

  • If an override name is entered, a separate check will print for this transaction.

  • If you elect to use the 'Address Seq' option (above), this field will be disabled and will automatically default the vendor name from AP Vendors. If you previously entered an override vendor name, it will be replaced with the original vendor's name.

Add'l Info

Enter additional information, up to 60 characters, to be printed on the check paying this transaction (e.g. Attention line, Garnishment Case #, etc.).

Note:

If you elect to use the 'Address Seq' option (above), this field will be disabled and will automatically default the 'Add'l Address' specified for the address sequence (in AP Additional Addresses). If you previously entered override info, it will be replaced with the additional address specified for the address sequence.

Address

If the Override Payment Address option is checked, enter the override address, up to 60 characters. Entry here will result in a separate check printing for this transaction.

Note:

If you elect to use the 'Address Seq' option (above), this field will be disabled and will automatically default the address specified for the address sequence (in AP Additional Addresses). If you previously entered an override address, it will be replaced with the address specified for the address sequence.

City

If the Override Payment Address option is checked, enter the override city, up to 30 characters. Entry here will result in a separate check printing for this transaction.

Note:

If you elect to use the 'Address Seq' option (above), this field will be disabled and will automatically default the city specified for the address sequence (in AP Additional Addresses). If you previously entered an override address, entry in this field will be replaced with the city specified for the address sequence.

State

If the Override Payment Address option is checked, enter the override state. Entry here will result in a separate check printing for this transaction.

Enter a valid state (as defined in HQ States). The system validates the state based on the Default Country specified in HQ Company Setup for the active company. If not valid, an error displays, but entry is allowed. You must then enter a valid country for this state in the Country field.

Zip

If the Override Payment Address option is checked, enter the override zip code, up to 12 characters. Entry here will result in a separate check printing for this transaction.

Note:

If you elect to use the 'Address Seq' option (above), this field will be disabled and will automatically default the zip code specified for the address sequence (in AP Additional Addresses). If you previously entered an override address, entry in this field will be replaced with the zip code specified for the address sequence.

Country

Enter the 2-character country code. Entry in this field is required when the address exists outside the Default Country specified in HQ Company Parameters for the active company. Country must be valid for the specified state (e.g. state, province, territory, etc.) as defined in HQ States.

Line

If transactions were added to the work file through initialization, all lines that met the selection criteria will display in this grid. Lines can be deleted or added, but the line number cannot be changed. If adding a line, press F4 for a list of valid lines for the specified transaction.

Note:

You cannot add new lines to a transaction, you can only add existing lines that are not already in the grid.

Seq

If transactions were added to the work file through initialization, all sequences for the line that met the selection criteria will display in this grid. Sequences can be deleted or added, but the sequence number cannot be changed. If adding a sequence, press F4 for a list of valid sequences for this line.

Note:

You cannot add new sequences to a line, you can only add existing sequences that are not already in the grid.

Pay

Check this box if this line/sequence is ready to be paid. When creating a payment batch (the Create Payment Batch button is clicked), this line/sequence will be removed from the payment work file and added to the payment batch.

Do not check this box if this line/sequence is not ready to be paid. When creating a payment batch (the Create Payment Batch button is clicked), this line/sequence will be removed from the work file, but will not be added to the payment batch.

Note:

If you checked the “Initialize to be Paid” option when initializing the payment work file, this box will automatically be checked for each line/sequence in the grid. However, if a transaction is 'out of compliance' (line highlighted in red in payment work file grid) and the "Don't Add to Payments Batch if Out of Compliance" option is checked for Subcontracts and/or Purchase Orders (in AP Company Parameters), this flag will be left unchecked for each line/sequence for that transaction. You will need to manually set this flag to Y (checked) for each line/sequence if you want to include the transaction when initializing the payment batch.

Discount Offered

Defaults the discount offered for this line/sequence, if applicable. May be overridden manually or using the Discount option in AP Payment Control Detail (the Additional Payment Control Functions option in File menu). If using the Discount option in AP Payment Control Detail, the discount amount will be proportionately distributed to the transaction’s lines, based on each line’s amount.

Discount Taken

Defaults from the discount offered for the sequence, if applicable. May be overridden manually or using the Discount option in AP Payment Control Detail (the Additional Payment Control Functions option in File menu). If using the Discount option in AP Payment Control Detail, the discount taken will be proportionately distributed to the transaction’s lines, based on each line’s amount.

Note:

If the "Using Tax Discounts" and/or "Post Discounts Offered to GL and Net Amounts to Subledgers" options are set to Y (checked), this field will be disabled.

Due Date

Defaults the due date assigned at the header level in AP Transaction Entry, or overridden at the header level in AP Payment Workfile. May be overridden. If this date is greater than the 'cut-off date' specified when initializing transactions to the work file, and you specified to flag transactions as ready to be paid, this box will be left unchecked.

Note:

Changes made to this due date will be updated to the APWD (Work file Detail) and APTD (Transaction Detail) tables—they do not affect the due date specified at the header level. This date will be used as the default due date when this detail line is added to the payment batch, or if the transaction is pulled back into a payment work file.

Supplier

Defaults the supplier assigned to the transaction line in originating program or in AP Payment Workfile, if applicable. May be overridden manually or using the Supplier option in AP Payment Control Detail (the Additional Payment Control Functions option in File menu). If using the Supplier option in AP Payment Control Detail, the Supplier will be assigned to all lines on the transaction.

Release Hold Code

The Release Hold Code check box on the AP Payment Workfile form, Lines grid.

Select this check box to release the hold code associated with this line item. When you remove the hold code from th is line, the system clears the On Hold check box.

If you select this check box and there is more than one hold code associated with the line, the system displays the AP Payment Control Detail form. You must then use that form to release hold codes.

Note: You cannot use this feature to release retainage; you must release retainage using AP Release Retainage. If you select this check box and line item has only a retainage hold, a message displays indicating you must use the AP Release Retainage to release retention. For lines with multiple holds, you can use AP Payment Detail to release only the non-retainage holds.

For information about releasing retainage, see Release Retainage for an AP Invoice.