To edit an existing voucher or to locate a voucher for review, utilize the Voucher Entry feature.
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Adjust the Voucher as needed and select Save when finished.
Choose the Voucher list tab to go back to the list of Vouchers.
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Pay Vouchers- Print Checks
Utilize the Payment function to produce checks or create an ACH file for Voucher payments.
Pre-Requisites
Vouchers
Bank Accounts
Follow these steps to manage payments within the Payables module:
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This article documents how to create an ACH Batch Payment. An ACH (Automated Clearing House) batch payment refers to a collection of electronic fund transfers that are bundled together for processing as a single batch. This method allows businesses and organizations to efficiently transmit multiple payments simultaneously.
Pre-requisites
Bank Account - with ACH Configuration
Vendor - with ACH Configuration
Voucher
Follow these steps to create an ACH Batch Payment:
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Click on the New ACH Batch button.
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Work Order → Formula Master → Markeups Tab
Click the Markups tab if you would like to specify any desired Markups. This is optional. Usually, Markups for feed production include Delivery fees and or Milling Charges.
A Markup Code will need to be defined in the Master Config before being able to select one. The Amount you specify for markup is a per-pound calculated price. You can alternatively check the per Batch option for a solid fee per formulation produced.
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Work Order → Formula Master → Divisions Tab
Specify a GL account the work order process will utilize when producing feed.
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Required: Specify a Company / Division and G/L Account that this Formula is valid for.
Optional: Add any additional Company / Divisions and G/L account to the grid by clicking on the bottom blank row.
Note: This must be set as an Asset account and the Cost of Goods Sold checkbox must be specified on the G/L Account Master.
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Work Order → Formula Master → Inventory Locations Tab
Click on the Inventory Locations tab and specify the default sources of inventory for the ingredients. This is optional. Inventory Locations will need to be defined in the Master Config before being able to select one.
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Click the Save button in the ribbon bar.
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Remove Formula.
Select formula and select remove from the ribbon bar. If the formulation has been used in a work order the system will not allow you to delete the formula. You must set as inactive instead.
Set new effective date:
Click the Calendar Icon next to the Effective Date field.
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Specify an Effective Date and then Click the Accept button.
You can select the copy selected dates values to new date to bring over all information to new date where it can make it easier to modify ingredient values and percentages.
If a work order is created the system will look at the production date to determine which effective date to utilize for the formulation.
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3. Identify the specific Vouchers you intend to pay. The grid will be limited only to Vendors that have the Enable ACH option set on the Vendor Master.
In the system, the ACH Vendors checkbox is preselected and cannot be deselected. The Bank Account drop-down menu will display only those accounts that have ACH enabled.
Select the desired Voucher and click OK.
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When selected, you will navigate to the Payment Batch Maintenance screen that lists each of the payments.
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Bank Account Code is set to the selected Bank Account. However, this can be changed to a non-ACH enabled bank account. This will convert the Payment Batch to a standard Check batch.
Payment Type is forced to ACH.
Check Date is the date used within the ACH file. ACH Rules state that this cannot be a Saturday, Sunday or Banking Holiday.
Once your batch is complete, click the Create ACH button. This will create the ACH File in the file path as specified on the Bank Account Master’s ACH Settings. A confirmation will appear when processing is complete.
The file can now be located and transmitted to the Bank
Once confirmation that the file has been successfully processed, click the Commit button. Ensure that the Total Net Paid Amount matches the Bank’s confirmation report
Note: Users can exit the Payment Batch screen by clicking Close and return to the screen to Commit the batch once the confirmation comes in.
If necessary, the Create ACH button can be clicked multiple times to create files.
Warning: This will recreate the ENTIRE file; possibly duplicating funds transfer to the Vendors. Only do this if the original file was rejected by the Bank.Confirm that you wish to Commit the batch by clicking on Yes
*****Warning: This is the point of no return. As soon as Yes is pressed, the payments for the batch are committed. The only way to undo it is to perform a Payment Void for each check within the Batch.*****
The system will prompt you to print the Check Register and select a Printer.