[Tracy Yaklyvich, MBA]

We allow some vendors to take funds directly out of our bank account.  Is there a way to set up a vendor so a check will not be produced? Currently, we deselect the vouchers from the payment run and then run a separate payment run with a wire/ach payment option.  It is very manual.  Any suggestions would be appreciated!  Thanks, Tracy

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Tracy Yaklyvich, MBA
Assistant Controller
American Society of Health-System Pharmacists
Bethesda MD
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[Thaddeus Suter]

If you are already using EFT this is easy.

We give our EFT Vendors a Payment Priority of EFT on the Vendor Card Options.
We give of Direct Funds Debit (DFD) vendors a Payment Priority code of DFD on the Vendor Card Options.

Both types of Vendors EFT and DFD have their REMITTO Address (1) set up as EFT and we also have a REMITTO2 Address(2) for each Vendor that is not EFT in case we need to cut a check for them.

Now when you Select Checks and create your EFT Batch, you then also Select Vendors by Payment Priority EFT or DFD and restrict the Vendors and the selected vendor vouchers which get marked.

The EFT Batch Print does not print checks for either EFT or DFD and you Post normally. Only EFT needs an EFT File sent, the DFD does not. 

We have thousands of vendors and do one select Check Batch for EFT only by Payment Priority = EFT and a second Check Batch for EFT-DFD by Payment Priority  = DFD.

Of course some still get paper checks as a separate non EFT batch.

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Thaddeus Suter
Retus, Inc
Helotes TX
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[Tracy Yaklyvich, MBA]

thank you so much!  Yes we use EFT and will try DFD for the automatically deducted payments.

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Tracy Yaklyvich, MBA
Assistant Controller
American Society of Health-System Pharmacists
Bethesda MD
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[Tiffany Ziegler]

Tracy – 

We have various vendors for which the funds are pulled directly from our account. In this case, we just post the invoice as a cash payment at the same time we enter the invoice. 

On the Transaction Entry screen, you would enter the invoice amount in the purchase field, as always. Then on the right hand side, you would enter the payment amount (most likely the same as the purchase amount) in the cash field. Once you tab out, the Payables Cash Entry screen will appear. Here, you enter a document number and date for the payment. We put the vendor name as the document number, as this will be what appears in your bank reconciliation module, if you utilize it. Sometimes we also put the invoice number after the vendor name. 

This allows us to record the invoice to the vendor, and enter the payment so it doesn’t show as an open invoice on the payables trial balance.

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Tiffany Ziegler
Vice President & Controller
Velcor Leasing Corporation
Madison WI
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[Thaddeus Suter]

That method is good and works well and save steps for Terms of Net 0 Cash. Most our Invoices get integrated daily at night and the terms are net 30 or net 45 so by contract the vendor does not take their money DFD  for 30-45 days. 
If you don’t have Terms and enter the vendor Invoices manually, I like Tiffany’s approach.

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Thaddeus Suter
Retus, Inc
Helotes TX
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[Tracy Yaklyvich, MBA]

me too!  Thanks Tiffany

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Tracy Yaklyvich
Assistant Controller
American Society of Health-System Pharmacists
Bethesda MD
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[Tiffany Ziegler]

One more note – if you do have invoices that are integrated, etc. You can still pay the invoice off to cash after it’s already been posted, using the Manual Payments screen. Transactions/Purchasing/Manual Payments. Choose Cash as the Payment Method, choose your checkbook ID, payment amount and update the Document Number to what you’d like to see in the Bank Recon module. Apply the cash payment to the invoice you’d like.

Good luck!

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Tiffany Ziegler
Vice President & Controller
Velcor Leasing Corporation
Madison WI
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