Pay Many
Purpose
If you owe money to many vendors, it may become tedious to pay each vendor one at a time. Integral Accounting provides you with a powerful feature to pay many vendors simultaneously. This feature is accessed by clicking on the Pay Many button on the Pay Single form.
Usage
1. Select vendors to pay
To use the selection grid, you simply click the check box to select the vendors you want to pay. If you don't want to pay a particular vendor anything, then clear the Pay column. If you want all the invoices for that vendor to be paid, put an 'X' in the Pay column. To give partial payments, put the new payment amount in the Payment column. To give detailed payment distribution information for any particular vendor, select that vendor and click the ‘...’ button.
Pay - If there is an 'X' in this column, the vendor is getting some payment. If there is no 'X' then the vendor is not being paid anything. When you first turn a vendor on, the payment amount is defaulted to full payment. You can subsequently change this payment amount; the 'X' will remain in the column until you deselect it.
Vendor ID - This is the unique alphanumeric ID identifying the vendor. It is provided for your reference only.
Vendor name - This is the full name of the vendor. It is provided for reference only.
Total Owed - This is the total amount you owe to the vendor for all receivings, bills, etc.
Payment - The Payment column indicates the total amount you are paying the vendor. Detailed payment distributions for particular transactions can be accessed by clicking the Show Detail button at the top of the form. The value in the Payment column is the amount that will be printed on the vendor's check.
2. Edit payment distributions
Select the vendor for whom you wish to edit payment distributions. Then click on the ‘...’ button. This loads a payment distribution editing form, very similar to that used in single vendor payments. For information on how to use this form, see Purchases -- Pay Single Vendor. When you are done editing the payment amounts and distributions for the vendor, close the distribution editing form and you will be returned to the Pay Many screen.
3. Select Checkbook
In the field labeled Checkbook you should choose the account from which payment will be taken. Either type in the account number or select from the drop down list. You can only choose from Cash accounts.
Below the Checkbook are three fields for extrapolating the effects the check will have on your account.
Beginning Balance - This is the amount of money currently in the account. If the amount is negative, it will be shown in parentheses.
Check Total - This is the total amount of all checks to all vendors.
End Balance - This is the projected effect the checks will have on the selected account after payment. It shows what the balance in the account will be after the checks are posted.
4. Print a report
When you pay multiple vendors, you should always print a Pre Check report so that you have a record of who you paid. This is simply a plain paper report that indicates which vendors are being paid, and for which invoices they are being paid. To print it, click the Report button at the top of the screen. Integral Accounting will send the report to your printer, to be printed on plain paper.
5. Print the checks.
Click the Print button to post the checks and print them out.