The AP Payment Request screen includes AP Payments and Advances that have been entered, approved and completed through the standard Sage Intacct processes, for vendors where the EFT File Format is set on the Orchid EFT Tab. Payments made for Credit Card and Savings banks are excluded.
If payments do not appear on the AP Payment Request screen, check the following:
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Is the AP Payment approved and completed in Sage Intacct?
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Is the EFT File Format set on the Orchid EFT Tab for the Vendor?
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Try changing the filters at the top of the screen or use the Clear Filter button
How to Use the screen
You can use this screen to select payments to be included in an EFT File or to view the payments already included in a file.
To create a new EFT File
Detailed steps are on this page.
By default, the screen shows completed posted payments for vendors configured for EFT that are not in any EFT File.
You select the payments you want to include in an EFT File.
You can then GENERATE the EFT file. Refer to Generate EFT files
To view payments in a file
For details on using the screen to view Payments in a file, refer to View AP payments in EFT File.
Step 1. Complete AP Payments using standard Sage Intacct processes
You need to create the AP Payments using the standard Sage Intacct processes. EFT Processing can include completed posted payments for any payment methods (Record Transfers, Checks/Cheques, cash and Advances).
Using Record Transfer payment method
Record Transfer is commonly used when you want to generate EFT Files for the payments.
You can use other payment method for payments that don't require an EFT File and filter by payment method on the AP Payment request screen.
Note: There is no feature to auto-number Record Transfers, so you need to copy the memo field and add digits to make the document number unique manually.
Using Check payment method
If you are doing Checks, you need to print the checks for the payments to be posted. You can then include the payment in a positive pay EFT File as required by the bank.
Using ACH/Bank File payment method
If you use ACH or bank file, Sage Intacct creates separate payment records. You need to create, download and confirm the EFT File with the Sage Intacct standard process as this is required to post the AP Payments.
Note: Do not upload the standard file to the bank.
Posted payments are then available on the AP Payment Request screen to generate a new file using Orchid EFT Processing and the required format.
Use ACH Payment method if the standard process EFT File format is not compatible with your bank's requirements, but you want to use some of the standard process's features to number payments:
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Users are prompted for a “payment reference” which gets copied to “memo” on the payment when they select an invoice to be paid an
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auto-numbering of the Doc No. on the payment.
These fields can then be used in the bank reconciliation.
Payment approval and processes
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If approval is enabled in your site, you need to approve the payments. Once approved, they are posted and available on the AP Payment Request screen.
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You can use Pay Now or Outbox depending on your process. Payments in the Sage Intacct Outbox are not included in the EFT AP Payment Request list. You need to pay the bill on the Outbox, approve and post the payment as per the standard process.
Step 2. Add Records to Generate an EFT File
Select not in any EFT File to view payments available.
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Use the tick box next to Vendor ID to select/deselect all records.
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You can also select payments individually.
Filtering records
You can filter records using the Filter icons next to each column and the Advanced Filter icon.
See examples in Filtering records in EFT Processing
Active Filters
There are indications on the screens that filters are active.
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The Filter icon next to the column name is filled in. The icon is only an outline if there are no filters for the column.
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On the Advanced Filter icon, you can see the number of active filters
Clearing filters
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To clear a filter on one field only, select the icon next to the column name and choose Clear.
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To view all filters and clear them (or modify a few filters on one screen), use the Advanced Filters icon on the top right of the screen.
Default filters
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The screen filters to 1 month ago by default.
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Filters are saved from a prior session in the browser.
Noteworthy
In the bottom right corner of the screen, you can view the number of records and the running total of the selected records to assist in validating the records selected against control total.
Note: If you can't find a payment you want to pay, check that the vendor is configured for EFT and that the payment is confirmed and posted.
Note: If the Format is crossed out, it generally means that the bank is not configured for the selected format. Hover over the field for a description of the issue.
Sorting Records
You can sort most columns by the column heading, by clicking on the column heading.
When you hover over the heading in a list, the cursor changes to a pointing finger and you know you can sort. This is consistent with the standard Sage Intacct screens.
Drilldown to AP details
Drill down to view AP Vendor details by clicking on the .
Drill down to view the AP Payment Details by clicking on the field.
Next Steps - EFT File List
You can then view the files created in the EFT File List. Refer to EFT File List for details.
Troubleshooting
EFT AP Payment Request Troubleshooting
Step 3. Generate EFT files
Use the Generate button to create EFT Files for the selected payment records. EFT Processing creates one file per bank and per EFT File Format for the selected records.
Note: If there are any validation errors, review the message, update the required data and try generating the file again.
Tip: The screen displays "In Progress" messages to indicate that processing is yet to complete.
Tip: EFT Processing displays a message with the number of files generated.
Step 4. View Payments in a file
You can use this screen to view the payments already included in a file.
