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Why has my transaction not appeared on the AP Payment run?

Caroline Buckland Updated by Caroline Buckland

When AP Payment Processing is run, the system will select all valid Supplier and transactions on to that schedule for payment but happens when an invoice hasn't been added and if you try to add the system will tell you ‘There are no unallocated transactions.’

Is the Invoice or Credit note unauthorised?

Access the following the menus to check.

Accounts Payable>AP Enquiries>Transactions by Supplier

Enter the Supplier number and click on OK.

Use the scroll bar to scroll to the right of the screen and locate the ‘Trans Auth Legend’ field.

To check who is the Authoriser – click on the Authorise button at the bottom of the screen.

You can then chase up the authoriser and add the transactions to the payment run.

Is the Invoice or Credit note locked?

Access the Supplier Enquiries.

Accounts Payable>AP Enquiries>Transactions by Supplier

Enter the Supplier number and click on OK.

Right click against the transaction to and select Transaction Amend (you are not going to amend anything) this just checks the transaction status.

An information message will be displayed to indicate it is locked. Use the Exit icon to return to the enquiry screen.

Contact you system Administrator to unlock the transactions, they can run through all of the relevant checks to make sure it can be unlocked and it is not locked for a valid reason, i.e. it could still be processing if just authorised or updated in data entry. If you are unsure, raise a support case with Advanced.

A transactions can be unlocked from the Transactions By Supplier screen, by selecting the TRANSACTION>UNLOCK action. However, great care must be taken before this action is used. Any doubt you must raise a case with Advanced.

Is the transaction Suspended from payment?

Access the following menus:

Accounts Payable>AP Processes>Transaction Maintenance>Suspend/Release

Make and entry in the selection window and click on OK. If the transaction has a Y in the Suspension Ind field, then this must be released before it can be added to the payment run.

To release the transaction, click on the Release button and select Update.

Is the Supplier on Hold Payment?

Access the following menus:

Accounts Payable>AP Processes>Suppliers>Maintain Suppliers

Enter the supplier number in the selection window and click on OK. Select the View icon.

Click on the AP Cntrls button to access the Accounts Payable screen.

If the Hold Payment field is flagged, the supplier cannot be added to the payment schedule. Exit this screen and use the Amend action to remove the flag.

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