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The Auto-Pay
Payables function automatically writes checks for unpaid
vendor invoices
Invoices are selected by pay date,
which is entered in Accounts Payable when invoices are
added. Clients & Profits then searches for every
unpaid invoice through this pay date, groups them by
vendor, then writes a check.
Each vendor gets one check for its unpaid invoices.
There’s no difference between an
automatically-written check and one you’ve added
yourself. These checks aren’t posted, so they can be
proofed and edited (or even deleted) before posting.
The Auto-pay function writes checks for selected
payables, paying off the invoices automatically. Invoices
selected for payment show their balance due, but usually
don’t include a payment amount. This option
calculates the payment amount as the balance due.
It’s faster than entering the payment amounts
manually, but only if you intend to pay all of your
invoices at once.
The select only A/Ps paid by clients option allows you to
just select the A/P invoices that have been billed to a
client and the client’s payment has been
received.
Don’t worry about automatic checks getting out of
control. Clients & Profits gives you complete control
over how much is paid to each invoice and vendor. Plus,
the checks aren’t finalized until they are proofed
and posted.
To automatically write checks for unpaid payables
1 Choose Edit > Auto-pay Payables.
The Auto-Pay Payables window opens.
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Pay everything with one
click. Use the Auto-pay Payables window to
write checks for all vendor payables
automatically. It can save hours compared to
typing checks one-by-one.
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2 Enter the pay through
date.
The pay date is scheduled when the vendor invoice was
added, usually based on the vendor’s payment terms.
The pay though date lets you select payables you’ve
planned to pay this week, next week, or some other time
period.
3 Select the auto-pay options.
The for one G/L option lets you auto-pay only overhead
payables, for example, instead of all payables, by
entering the overhead payables G/L number. The one vendor
option lets you quickly write a check for a specific
vendor only, such as Federal Express. In both cases,
invoices that don’t fit these option won’t be
selected for payment. The auto-pay everything option
selects all invoices for payment, creates check line
items for each invoice’s balance due; if unchecked,
you’ll be prompted to select which invoices should
be paid (see right).
4 Enter the checking account’s G/L number
from which these checks should be written.
5 Enter a starting check number and an
accounting period,
6 Click OK.
If the auto-pay everything option was checked, Clients
& Profits cuts the checks for the selected invoices.
Otherwise, the selected payables are listed and
you’re prompted to choose with ones to pay now.
To select which invoices you wish to pay
You’ll see each vendor’s oldest invoices first,
helping you decide which ones to pay now. Invoices can be
sorted by clicking on a column heading.
1 Click on the invoices you wish to pay now, then
enter the invoice’s payment and discount
amounts.
If your vendor offers an early-payment discount, enter
the amount in the discount field. The discount amount is
applied to the invoice like a payment. The discount
creates a credit journal entry in the General Ledger
using the discount G/L account. The discount account is
copied from your G/L preferences.
2 Click Save.
Any invoice with a payment amount will be included on the
vendor’s checks. Clients & Profits compiles the
invoices selected for payment, totals them by vendor,
then writes the checks. Each vendor gets one check. The
quantity of checks written depends on the number of
vendors who got checks. The checks are unposted, so they
can be proofed, posted, then printed.
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