Add a Payment Method Batch

Use the Payment Method Batch Maintenance (TAPMB) program to maintain payment method batches that are used in the Vendor Invoice Payments (NC) program. This program also sets up formats for printing checks on blank check stock. See Background and Road Map for more information.

The program displays existing payment method batches:

Field Name	Displays
Pmt batch	The payment batch name
Cash/Liab org	The organization for the cash/liability account
Cash/Liab acct	The cash/liability account
Disc org	The organization for the discount account
Disc acct	The discount account
Last chk no	For a check batch, the last check number used
Alt payment?	Selected: This is an alternate payment method Blank: This is a check payment method batch
ACH payment?	Selected: The payment method batch is associated with ACH (Automated Clearing House) payments Blank: This is not an ACH payment method batch
Bank recon?	Selected: Bank reconciliation is active for this payment batch Blank: Bank reconciliation is not active for this payment batch
Financial institution	The name of the financial institution associated with the payment batch

Choose the appropriate options:

To	Do This
Display a payment batch	Highlight the line and click Select or double click the line.
Add a new payment batch	Click Add.
Delete the selected payment batch	Click Delete. See Delete.
Copy the selected payment batch	Click Copy. See Copy.
Print the payment batch listing	Click Print. See Print.
Exit the program	Click Exit.

Enter or change data in these fields for the selected payment batch:

Field Name	Type / Max Length	Action / Description
Payment batch	Required 12 alphanumeric	Enter a unique identifier (12 alphanumeric characters maximum) for the payment batch you want to create. This field cannot be changed after a payment batch is added.
Cash/Liab org code	Required 2 alphanumeric	Select the code of the organization for the cash or liability account that you want to use for this batch. When the user selects this payment batch in Vendor Invoice Payments (NC), the Cash org code field displays this organization code.
Cash/Liab acct no	Required 10 alphanumeric	Enter the cash or liability account or click the Lookup icon and use the standard lookup options to select the account from a list. When the user selects this payment batch in the Vendor Invoice Payments (NC) program, the Cash account no field displays this account.
Disc org code	Required 2 alphanumeric	Select the organization code for the discount account that you want to use for this batch. When the user selects this payment batch in Vendor Invoice Payments (NC), the Disc org code field displays this organization code.
Disc account no	Required 10 alphanumeric	Enter the discount account or click the Lookup icon and use the standard lookup options to select the account from a list. When the user selects this payment batch in Vendor Invoice Payments (NC), the Disc account no field displays this account.
Last check number	Optional 15 alphanumeric	Enter the number of the last check issued for this payment method. When you print checks for this payment batch, the system displays the next number. Thereafter, the system maintains this field so that you always know the last check number assigned.
Financial institution	Conditional 35 alphanumeric	Enter the name of the bank or other financial institution if you use blank check stock for printing checks.
Address 1 and 2	Optional 40 alphanumeric	Enter the street or mailing address of this financial institution.
City	Optional 25 alphanumeric	Leave blank to populate the city and state fields when the record is saved with a valid postal code or enter the city in which the financial institution is located.
State	Optional 4 alphanumeric	Leave blank to populate the city and state fields when the record is saved with a valid postal code or enter the state in which the financial institution is located.
Postal code	Optional 15 alphanumeric	Enter the postal or zip code for this financial institution or click the Lookup icon and use the standard lookup options to select the code from a list.
Country	Optional 3 alphanumeric	Select the code for the country in which this financial institution is located.
URL	Optional 45 alphanumeric	Enter the web address of the financial institution.
Alternate payment?	Conditional	Select if this is a non-check (e.g., credit card, EFT, ACH) payment method batch.
Bank recon?	Conditional/Optional	Select to include alternate payments in bank reconciliation or leave blank to exclude them. This field is grayed if you do not select Alternate payment? above or if bank reconciliation is not active (set in System Options Maintenance - Accounts Payable Options).
Print?	Optional	Select ito print the name, address, and URL of the financial institution on checks.
ACH payment?	Conditional	Select if this is an Automated Clearing House (ACH) payment method batch. The system sets Alternate payment?, Single voucher? and Print non-negotiable voucher? for ACH payment methods.

Click Other info if this is a check payment method and you print checks on blank check stock. You will need to use the check printing specifications provided by your financial institution.

Field Name

Type / Max Length

Action / Description

Payment batch

Display only

The payment batch you selected is displayed.

Fractional ABA no

Optional
15 alphanumeric

Enter the fractional form of the routing number. Typically the format is 99-9999/9999.

The fractional form of the routing number includes the Federal Reserve routing symbol and the institutional identifier but does not include zeros.

Print?

Optional

Select if you want to print the fractional ABA number on checks.

On-Us/Account no

Optional
20 alphanumeric

Select your bank account number. The first field is space/position 31, and the last field is space/position 14.

Select C for the first right, non-blank character. For all other positions, include blanks, dashes and symbols in your selections:

Select	Symbol	Description
blank	n/a	space
0-9	n/a	number
C	C	On-US
D	D	dash

A US account number is bank-dependent and may also contain the check number. A Canadian account number may contain a transaction code.

Click Apply to confirm a valid entry.

If your entry starts with more than one blank, the program displays a warning. Re-check your entry for accuracy before continuing.

Print?

Optional

Select if you want the account number to print in machine-readable code at the bottom of the check.

Transit/Routing no

Optional
9 alphanumeric*

* To support Canadian bank routing/transit number formats, the sixth position can be a hyphen (-)

Enter the transit/routing number for this institution. This field cannot have blanks if its corresponding Print? field is selected.

Click Apply to confirm a valid entry.

Print?

Optional

Select if you want the transit/routing number to print in machine-readable code at the bottom of the check..

Aux On-Us/Check mask

Optional
13 alphanumeric

Select the serial number/check number format:

Select	Symbol	Description
blank	n/a	space
# (hash)	n/a	Any number from 0-9
C	C	On-US
D	D	dash

The format is based on the length of the last check number.

Click Apply to confirm a valid entry.

Print?

Optional

Select if you the serial/check number to print in machine-readable code at the bottom of the check.

Check logo

Optional
25 alphanumeric

Enter the name of an image file for the logo you want to print. Make sure that the file name has no spaces (for example, logo_check.gif).

The graphic can be up to 2.5 inches wide x .8 inch high. GIF or PNG files are recommended.

The image file must be in the location you specified as the System image path in System Options Maintenance - Help and Other Path Options.

Print?

Optional

Select if you want to print the check logo on checks.

Print check text?

Optional

Select if you want to print the words Date, Amount, Pay, and To the order of on checks.

Print branch info?

Conditional/Optional

Select the name and address of the branch to print in the upper-left corner of the check or leave blank if you entered an image name in the Check logo field or pre-printed your logo on check stock.

Prenumbered checks?

Optional

Select if you have pre-printed check numbers and the MICR line (Transit/Routing no and account number) on your check stock or leave blank if you want the program to print this information.

Single voucher?

Optional

Select if you want checks to have one voucher above the check or leave blank if you want to use the voucher-voucher-check format.

If you select this field, 43 invoices print per voucher. If you leave blank, the maximum is 14 invoices per voucher.

This field is selected for ACH payment methods.

Print non-negotiable voucher?

Conditional

Select if you want to print a non-negotiable copy of each check or leave blank to not print copies of checks. The check print program prompts for an output device after the user answers the Did checks print correctly? prompt. The program then prints copies of the checks with the word non-negotiable printed multiple times in the signature area of the copy.

This field is selected for ACH payment methods.

Foreign funds description

Conditional/Optional
20 alphanumeric

Enter the description that you want to print below the amount when the currency code for the vendor does not match the currency for the Cash/Liab acct no for this batch. For example, when the account currency is Canadian, but you are paying in US currency, you may want to print that currency below the amount for clarity.

Check date format

Required

Select the format in which to print the date:
D DDMMYYYY
M MMDDYYYY (default)
Y YYYYMMDD

Payable agent

Optional
60 alphanumeric

This field is currently unused.

You can also specify these additional options:

Uppercase vendor name?

Optional

Select if you want the check payee name (i.e., vendor) to be printed in all uppercase letters and in a 12 point non-proportional font to comply with Check 21 requirements.

Exclude primary sign line?

Optional

Select if you do not want to print a signature line(s) on checks.

Second signature text?

Optional

Select if your company requires two signatures on some or all checks.

If you select this field and enter an amount in the Limit for one signature field, the check print program prints a second signature line. The text Two signatures are required on this check prints below the line.

To print two signature lines on all checks and suppress the Two signatures are required on this check text, set the Limit for one signature to .01.

To suppress the message aprint

Limit for one signature

Conditional
12 numeric in the format 9999999999.99

If you selected Second signature text?, enter the maximum amount for which one signature is required. If a check exceeds this amount, two signatures are required.

Enter .01 to suppress the Two signatures are required on this check text and print two signature lines on all checks.

Check void after

Optional
3 numeric

Enter the number of days after which this check is void. If you enter a value other than 0 (zero), the words Void after nnn days print below the date.

Format convenience amount?

Optional

Select if you want the convenience amount (printed numbers on the right side of the check) to include commas or leave blank if you do not.

Click Other info if this is a check payment method and you print checks on blank check stock.

Field Name	Type / Max Length	Action / Description
Payment batch	Display only	The payment batch you selected is displayed.
Base font	Display only	The name of the base font, which meets US and Canadian check printing standards, is displayed.
MICR font	Optional 40 alphanumeric	Enter the name of the MICR font to use to print the routing/transit number and account number.
Horizontal offset	Optional 2 numeric	Enter a positive or negative number of 1/16 of an inch adjustments to the position of the MICR line. A negative offset moves the MICR font to the left (¬) and a positive offset moves it to the right (®). MICR horizontal line position can be printer dependent. Print a sample check on check stock and compare it to the layout gauge provided by your financial institution. Even if the position looks correct, you should submit a check to your bank for verification.
Vertical offset	Optional 2 numeric	Enter a positive or negative number of 1/60 of an inch adjustments to the position of the MICR line. A negative offset moves the MICR font up and a positive offset moves it down (¯). If the offset you enter is too large, the MICR font may not print. Vertical position can be printer dependent. Print a sample check on check stock and compare it to your layout gauge. Even if the position looks correct, you should submit a check to your bank for verification.
Signature 1 path	Conditional 64 alphanumeric	Enter the full path and file name of the image for signature 1. The image size is 2.8" wide by .5" high.
Signature 2 path	Conditional 64 alphanumeric	Enter the full path and file name of the image for signature 2. The image size is 2.8" wide by .5" high.
Transmittal format	Optional	Select the transmittal file format for exporting payment information (i.e., for positive pay) to your bank.
Auto transfer active?	Optional	Select if you will automate the transfer of ACH and/or Positive Pay files to your bank.
If you select Auto transfer active?, entries in the following fields are required:
Host	Conditional 128 alphanumeric	Enter the bank-provided host name.
Path	Conditional 128 alphanumeric	Enter the bank-provided path name.
User name	Conditional 128 alphanumeric	Enter the bank-provided user name.
Password	Conditional 32 alphanumeric	Enter the bank-provided password.
Keystore	Conditional 128 alphanumeric	Enter the name of the file that contains any required private keys and certificates. Contact your System Administrator.
Keystore type	Conditional 32 alphanumeric	Enter the type of keystore. PKCS12 is a standard and recommended keystore type.
Keystore password	Conditional 32 alphanumeric	Enter the password required to access the keystore.
Keystore alias	Conditional 32 alphanumeric	Unused at this time.

Choose the appropriate options:

To	Do This
Change a field	Move to the field, make the change and click Apply. Click Cancel to reject changes.
Display additional fields	Click Other info.
Enter notes for this payment batch	Click Notes. See Enter Notes.
Enter data in custom fields your company uses	Click User. See Enter Data in User or Shadow File Fields. This button displays only if you have set up user fields for this program in the User Fields Maintenance (XMO) program.
Accept the data and return to the list of payment methods	Click OK.
Exit the program	Click Exit.