Using Accounts Payable

Understanding Bank Account Information and e-ChecksAddress Changes After a Voucher Has BeenCreatedIf you know a payee has valid bank account information and Colleaguedetermines a voucher is not payable by e-check, the address determined by theaddress hierarchy may have been changed between the creation of thevoucher and the time the Check Selection (CKSE) process was run.When an existing address is modified or a new address is added for a payee,the address ID that is determined by the address hierarchy may change. Thishas implications for any unpaid vouchers you intend to pay by e-check for thepayee. The address ID on the unpaid voucher may be from an address thatdoesn’t reflect the current address determined by the address hierarchy. In thiscase, the voucher’s address ID does not match the ID of the address selectedby the address hierarchy and must be updated before Colleague can pay thevoucher by e-check. See “Capturing Address IDs on Vouchers” on page 363for information on address IDs and address hierarchies.To update the address ID for new or modified addresses, view the payee’sunpaid vouchers in Colleague. For AP vouchers, access the vouchers on theVoucher Maintenance (VOUM) form and save the voucher to update theaddress ID. For AR vouchers, access the vouchers on the AR Refund (RFND)form, the Deposit Refund (DPRF) form, or the Cash Advance (CADV) formand save the voucher to update the address ID.As long as all other criteria are met, the voucher can then be paid by e-check.See “How Colleague Determines How a Voucher Is Paid” on page 364 and“Validating Bank Account Information for Payment by e-Check” on page 365for details on the criteria for payment by e-check.Validating Bank Account Information for Paymentbye-CheckAfter Colleague has determined which bank account information will be usedfor e-check processing, it examines the bank account information record forthe following three criteria from the Bank Account Info Entry (BAIE) form:• E-Check Pay Flag must be set to “Yes.”• If the bank account information is U.S., it must be prenoted, so the Pre NoteFlag must display “Yes.”• The Effective Date field must be set to today or earlier.Using Accounts Payable, June 19, 2009 365© 2009 Datatel, Inc.