Manage Unposted Transactions

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Manage Unposted Transactions lets you create, edit, and save Accounts Payable transactions before posting them to General Ledger and Payment Processing. This article covers filtering existing transactions, working with the transaction grid, and posting transactions.

Filters

Use filters to narrow the transactions shown in the grid.

1. Set any of the filters described below.
2. Click Search to display the results. To reset all filters, click the Clear Filters link.

Available Filters

• 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 by first and last name, use the format lastname, firstname. You can also search by City and State. Select the vendor and click Select, or click Close to return without selecting
• Invoice Number
• Invoice Date: select the invoice date range. Additional date fields may appear depending on the option chosen
• Due Date: select the due date range. Additional date fields may appear depending on the option chosen
• Avid
• ACH: select All Transactions, Only ACH Transactions, or No ACH Transactions
• EFT (Electronic Fund Transfer): select All Transactions, No EFT, or Only EFT
• Import Type
• User: options include Select all and every user who has unposted transactions
• Order By: Vendor Name or Sequence Entered

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

Preferences

The Preferences option lets you customize entry preferences to speed up data entry.

1. In the first column, Show, check the fields you want to display on the entry screen.
2. In the second column, Skip, check any fields you want to tab over but still use when needed.
3. Save your settings.
4. Test the results when entering a transaction.

Return to Preferences anytime to modify your settings.

Transaction Grid

The grid displays transactions matching the selected filters.

Grid Columns

• Vendor
• Invoice #
• Type
• 1099: displays the 1099 status (if any) of the invoice. If the invoice has detailed lines with different 1099 status types, the grid shows "Multiple". Hover over the column to see the full 1099 status type or, if multiple, all 1099 status types associated with detail lines
• Invoice Date
• Due Date
• AvidPay?
• ACH
• Sep: displays an icon if the invoice is set to print on a separate check
• Import Type
• Amount
• Attach: attachments for the invoice
• Note: Hover over the Note icon to preview the note
• Set up: Hover over the Information icon to display user and time information for when the transaction was set up and last updated

Grid Actions

From the grid, you can edit, add, delete, or convert transactions to recurring payments.

1. To edit a transaction, double-click it or click the Edit icon.
2. To add a transaction, click the Add New Transaction link (More Information).
3. To delete a transaction, click the Delete icon and confirm the prompt.
4. To convert a transaction to a recurring payment, click the Create Recurring Payment icon, then click Yes at the confirmation prompt. The recurring transaction is created, and you are redirected to Manage Recurring Payment for any additional changes.

Import Transactions 

The Accounts Payable Transaction Import reads an Excel file and imports each row as an unposted transaction.

Note: This option can also be accessed from Utilities > Import Transactions.

1. Select Import Transactions.
2. In the File Name field, click Choose File, browse to the folder where the file is located, and select the file.
3. Click Import to continue, or click Cancel to return to the Transactions page.

File Layout

Column order does not matter, but the first row of each column must contain the exact field name listed below. Required columns are marked with an asterisk (*). You only need to specify the account structure levels you use. For example, if you only use funds and departments in your chart of accounts, only the FundNumber and DepartmentNumber columns are needed. The AccountSub field is only required if you use Sub-Accounts.

• CompanyNumber*
• Vendor* (duplicate Vendor and Invoice# creates one invoice with multiple detail lines)
• InvoiceDate*
• RegionNumber*
• SuperFundNumber*
• FundNumber*
• LocationNumber*
• CostCenterNumber*
• DepartmentNumber*
• AccountNumber* (expense account)
• AccountSub*
• Description*
• Amount*
• Type (see values below)
• Invoice#
• DueDate
• Project (project number)
• Campaign
• BoxOn1099 (use the short name from the table below)
• Note

Note: Header names are case-sensitive. For example, "date" or "DATE" will not work; the header must be "Date".

Valid values for the Type column:

• "I" or blank: Invoice
• "Q": Quick Check
• "M": Manual Check (requires two additional columns, PaymentDate and CheckNumber)
• "A": Adjustment
• "E": Electronic Funds Transfer (requires two additional columns, PaymentDate and ConfirmationNumber)
• "S": Send EFT to Manage Payments

List of 1099 options:

Short Name	Description
Int	Interest
Box 1	Misc. Box 1 - Rents
Box 2	Misc. Box 2 - Royalties
Box 3	Misc. Box 3 - Other Income
Box 4	Misc. Box 4 - Federal Income Tax Withheld
Box 5	Misc. Box 5 - Fishing boat proceeds
Box 6	Misc. Box 6 - Medical and health care payments
Box 8	Misc. Box 8 - Substitute payments in lieu of dividends or interest
Box 10	Misc. Box 10 - Gross proceeds paid to an attorney
Box 13	Misc. Box 13 - Excess golden parachute payments
Box 14	Misc. Box 14 - Nonqualified deferred compensation
Box 15	Misc. Box 15 - State Tax withheld
NEC 1	NEC Box 1 - Nonemployee compensation
NEC 4	NEC Box 4 - Federal Income Tax withheld
NEC 5	NEC Box 5 - State Tax withheld
R	Retirement - R - Used for non-taxable retirement
R2	Retirement - R2 - Used for taxable retirement
R3	Retirement - R3 - Used for capital gains
R4	Retirement - R4 - Used for Federal tax withheld from retirement
R5	Retirement - R5
R9	Retirement - R9

Transaction Edit Report

Preview a report of selected transactions before posting.

1. Select the transactions you want to view.
2. Click Transaction Edit Report to display a preview.
3. Click Report Preferences on the blue bar above the report preview to select from the following options: Change Appearance, Print Notes, Print Setup Information, Print Project Information, Print Recap By Account, Print Recap By Project.
4. Customize the sort order by dragging options horizontally between Available Options and Selected Options. Drag options vertically to reorder the Selected Options column.
5. If you changed the selected options, click Run Report to display an updated preview. To reset all preferences to their initial values, click the Clear Preferences link.

All details for the selected transactions display along with the final totals. From the preview, you can navigate pages, export to PDF, Excel, or Word, and Print. Click Close Report to return to the Unposted Transactions page.

Note: We recommend dragging items between the columns rather than using the ">>" and "<<" buttons, since those buttons move all items.

Change Bank Account

1. Select the transactions you want to assign to a different bank account.
2. Click Change Bank Account to open the Change Bank Account window.
3. Select the bank account to which you want to assign the transactions.
4. Click Continue.

To return to the previous page without changing the assigned bank account, click the Close link.

Post Transactions

Posting moves all invoices and adjustments to Payment Processing and marks them as unpaid, allowing them to be selected and paid later. Manual checks are marked as paid. Quick checks let you print checks.

1. Select the transactions you want to post. To select every transaction in the grid, check the top box.
2. Click Post Transactions at the bottom of the grid to begin posting.

Report Preview

1. Click Report Preferences on the blue bar above the report preview to select from the following options: Print Notes, Print Setup Information, and Print Project Information.
2. Customize the sort order by dragging options horizontally between Available Options and Selected Options. Drag options vertically to reorder the Selected Options column.
3. If you changed the selected options, click Run Report to display an updated preview. To reset all preferences, click the Clear Preferences link.

From the preview, you can navigate pages, export to PDF, Excel, or Word, and Print.

Note: We recommend dragging items between the columns rather than using the ">>" and "<<" buttons, since those buttons move all items.

Note: Two reports can be generated by the posting process. The General Ledger Input Audit always displays and is not affected by Report Preferences. The Quick Check, Manual Check, and Electronic Funds Transfer transaction types also generate a Check Register report, which is the one affected by Report Preferences options.

Finalize Post

1. Edit the Posting Date if needed.
2. Click Finalize Post to finalize your transactions and post them to the General Ledger.

To exit without posting, click the Cancel link to return to the Unposted Transactions page.

Note: If you are using Positive Pay, a Download Positive Pay File button appears on the right-hand side. Click the button to download the PositivePay.txt file.

Note: Select Post Directly to General Ledger without Editing to post the journal entry all the way through to General Ledger History, where it can be viewed on reports and on the View Posted Journals page within General Ledger. This option skips editing and posting the journal entry on the Manage Unposted Journals page in General Ledger.

Cash Basis

When you are on a cash basis, no report is generated. Click Finalize Post to finalize your transactions, or click the Cancel link to return to the Unposted Transactions page.

Printing Quick Checks

When you click Post Transactions, any quick checks in the grid print first. The Check Information window appears.

1. Enter the Check Date and First Check #.
2. If you are using MICR Plus with a specified password, enter it in the MICR Password field.
3. Optionally select Show notes, Show setup information, and Show project information to include this information on the checks.
4. Click OK to continue printing your quick checks, or click the Close link to return to Unposted Transactions without saving.

Reprinting Quick Checks

1. Click Reprint Checks.
2. Select the Reprint From #, Reprint To #, and First Check #.
3. Click OK to reprint the checks, or click the Close link to return to the previous page without reprinting.

Updated June 17, 2026 01:50