Manage Payment Processing

The Manage Payment Processing page lets you select and pay unpaid invoices. This article covers the filters, the Payment Processing grid (including editing an invoice and running the Payment Edit Report), and the full process for selecting, previewing, posting, and finalizing payments, including AvidPay.

Filters

Choose the appropriate Filters as needed:

• Vendor: Click the (not set) link or the Search icon to open the Person Search window. By default, the Name field searches last names and organizations. To search for first and last names, use "lastname, firstname" format. You can also search by City and State. Select the vendor whose unpaid invoices you want to view and click Select, or click Close to return without selecting a vendor. 

Note: Search for a first name only by starting your search with a comma (for example, ", James"). Display the complete vendor list by searching for just a comma.

• Invoice Number
• Invoice Date: Select the invoice date range. Additional date filters may appear depending on the option you choose.
• Due Date: Select the due date range. Additional date filters may appear depending on the option you choose.
• Project: Narrow results by assigned projects.
• AvidPay: Shows only transactions linked to AvidPay bank accounts.
• ACH: Select Show All, ACH Only, or No ACH.
• User: Options include Select all and every user who has unpaid invoices.
• Print Checks in Order Entered?

Click Search to display results, or click Clear Filters to reset all filters.

Payment Processing grid

The grid displays unpaid invoices that match the selected filters

If another user has an invoice selected, the invoice's checkbox appears inactive. Hover over the check box to see which user has it selected for payment.

To override the other user:

1. Click the Edit icon.
2. Select the Override payment selection check box.
3. Click Save. The invoice is now available for payment.

The View drop-down list lets you choose what items appear in the grid: All, Selected for Payment, Unselected, or On Hold. For Auto-Select, choose one of the following:

• None: Manually select each invoice line you want to pay.
• Complete Invoice: When you select or deselect a line in an invoice, all lines in that invoice are automatically selected or deselected.
• Complete Vendor: When you select or deselect one invoice line, all invoice lines for that vendor are automatically selected or deselected.

Edit an invoice

1. Double-click an invoice, or click the Edit icon in the grid to edit it.
2. Edit the Due Date, put the invoice on Hold, or select Print on separate check. In the Split Payment section, Line Amount displays the total unpaid amount. Amount to Pay lets you specify a lower amount for a partial payment, and Remaining Amount reflects Line Amount minus Amount to Pay.
3. Enter a Note if desired.
4. Click Save to save changes and return to the Payment Processing page, or click Cancel to return without saving.

Note: Selecting a partial payment splits the invoice after you click Save. In the example above, you would end up with one $300 invoice and one $200 invoice. You still need to select which invoices to pay.

Payment Edit Report

1. Select the invoices you want to view.
2. Click Payment Edit Report to display the Cash Requirements Report.

Note: The report includes selected invoices, including those selected by other users that might not appear selected under your login.

The Cash Requirements Report shows full detail for each selected transaction, along with totals for selected transactions.

1. Click Report Preferences on the blue bar above the report preview to access report options. Customize the Report Name and select Report Options:
   • Selected for Payment: Displays invoices you have selected to pay.
   • Not Selected for Payment: Displays invoices you have not selected to pay.
   • All Unpaid Invoices: Displays all unpaid invoices.
2. You can also choose Additional Information to print: Print Notes and Print Setup Information. Set Sort By to Invoice Date and Vendor, Due Date and Vendor, or Vendor and Due Date.
3. Customize the report by dragging options horizontally between Available Options and Selected Options. You can also drag options vertically to reorder the Selected Options column.
4. If you changed the selected options, click Run Report to refresh the preview. Click Clear Preferences to reset preferences to their initial values. Once the preview displays, you can navigate pages, export to several formats (for example, PDF, Excel, Word), and Print.
5. Click Report Preferences on the blue bar above the report preview to return to Report Preferences.
6. Click Close Report when finished to return to the Payment Processing page.

Process payments

1. Select the invoices you want to process in the grid. You can also select the top check box to select all invoices in the grid.
2. Click Process Payments to begin the posting process. The Check Information window appears.

Note: AvidPay transactions display "AvidPay" on the Check Information window.

3. Type a date or click the Calendar icon to modify the Check Date field. The Check Date prints on checks and vouchers as the "Pay Date". Verify that First Check # is correct. The # of checks and vouchers displays to the right. If any selected invoices use ACH, the option to email vouchers is also available.

Emailing vouchers requirements

1. When Email Vouchers is selected, a vendor must have both of the following to receive a voucher by email:
   • An active email address on the vendor record.
   • A Social Security Number or Federal ID on the vendor record (used to secure the voucher PDF).
2. If the vendor does not have an active email address or a Tax ID (Social Security Number or Federal Tax ID Number), the voucher is not emailed. Instead, the voucher is available for printing immediately after the ACH Verification Report.

Note: During a free trial of the Financials, the Email Vouchers button appears on the Payment Processing page when emails are queued for sending. Click this button to send the emails; when the button disappears, the emails have been sent.

Note: Self-hosted customers cannot email vouchers unless their user agent is properly configured. See How to Use User Agents in the Financials for instructions.

3. Select your Accounts Payable Check Register Settings:
   • Show notes
   • Show setup information
   • Show project information
4. Click OK to continue posting, or click Close to return to the Payment Processing page without printing checks.

Preview payments

1. Preview the checks before printing. From the preview, you can navigate pages, export to several formats (for example, PDF, Excel, Word), and Print. The Reprint Checks

Updated June 15, 2026 16:50