BIAS Help CenterFinancial How to pay billsHow do I pay Accounts Payable?

How do I pay Accounts Payable?

Are you paying with batching or without batching?

Paying Accounts Payable posts all selected entries to the General Ledger, organizes them into a batch, and makes county voucher reports and electronic exports available from the Batches Tab.

Go to Transactions > Accounts Payable

1.  Before processing, make sure the bills you want to pay are "Approved". This should be the default status of AP entries.

  1. Click Pay

  1. Select Type Claims, Payroll, or All to include desired AP entries.
  2. Confirm due date of all payables , As of.

Having all payables due on the date to be reviewed by Council or Commissioners makes it easy to select them all as a group.

  1. Select the Group to filter the AP entries, leave blank if not using.
  2. Enter three digit Department number if posting by department to filter selected AP entries.
  3. Check Separate to create separate checks for multiple AP entries to the same vendor. BIAS combines into 1 check per vendor by default.
  4. Check EFT to flag electronic transactions not requiring a check.
  5. Click Continue to bring up the Voucher Details window.

Use the "Group" field to categorize payables into different payment groups.  If issuing payment out of multiple bank accounts or county funds, use the group to identify which cash account the payable will be paid from.  If using only one bank account to issue payments, this can be left blank.  

  1. Bank Account will populate automatically based on the Group selection above.
  2. Beginning Voucher Number is automatically assigned based on year, month and batch number within the month.
  3. Transaction Date will automatically populate from As of Date on prior screen.
  4. Voucher Details will automatically populate based on year and month of Transaction Date with the next available new batch number in the month.

New batches are not always required!  If adding additional vouchers to an existing batch, overwrite the batch number with desired batch.  The Beginning Voucher Number will default to the next available voucher number in the existing batch.

  1. Payroll Cycles - To include net paychecks in the batch for a county voucher, select the pay cycle of completed and posted paychecks.  They will appear in the list with a voucher number.
  2. Check Yes I'm Sure
  3. Click Write Transactions to record them to the General Ledger.

Paying Accounts Payable posts all selected entries to the General Ledger, organizes them into a batch, and makes county voucher reports and makes checks available to print.

Go to Transactions > Accounts Payable

1.  Before processing, make sure the bills you want to pay are "Approved". This should be the default status of AP entries.

  1. Click Pay.

  1. Select Type Claims, Payroll, or All to include desired AP entries.
  2. Confirm due date of all payables , As of.

Having all payables due on the date to be reviewed by Council or Commissioners makes it easy to select them all as a group.

  1. Select the Group to filter the AP entries, leave blank if not using.
  2. Enter three digit Department number if posting by department to filter selected AP entries.
  3. Check Separate to create separate checks for multiple AP entries to the same vendor. BIAS combines into 1 check per vendor by default.
  4. EFT- Check box to flag electronic transactions not requiring a check.
  5. Click Continue to bring up the Voucher Details window.

  1. Bank Account will populate automatically based on the Group selection above.
  2. Beginning Check Number is automatically assigned based on year, month and batch number within the month.
  3. Select Order to sort by Name, Account or Payable #.
  4. Transaction Date will automatically populate from As of Date on prior screen.
  5. Checks In Use looks for check numbers already used in the General Ledger.
  6. Check Details will automatically populate based on year and month of Transaction Date with the next available new batch number in the month.

To Print Checks:

  1. Check Print Checks, load the printer with only the checks to be printed.
  2. Check Yes I'm Sure
  3. Click Write Transactions
Congratulations, you are done!

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