Select invoices to pay [in-depth guide] – Workamajig

Guide contents: Workflow | Advanced features | Paying with a credit card | Exclude from 1099 detail | Resources

Workamajig provides a simple way to select vendor invoices & create payments that can be printed on your preferred pre-printed check stock, used to track ACH payments or track a credit card charge payment.

Workflow

The select invoices to pay can be used to create a payment that will be printed on check stock, paid by ACH or create a credit card 'payment'.

Menu > Purchasing > Today purchasing > along the left side: To pay as of (date) > Vendor invoices >

Click on Vendor invoices.

This will open the Select invoices to pay screen. You can use the Search options to filter the results.

Tick the checkboxes next to the invoices you want to create payments for. The Pay $ amount button will appear.

Clicking on Pay $ amount will open the Payment options panel.

If paying by check or ACH

The CASH tab is highlighted.

Select the designated Cash account (i.e. bank account).

Press Generate payments.

NOTE: Workamajig is designed to create one payment per vendor. Multiple invoices from the same vendor will be combined into a single payment. The stubs will display one line per invoice. If each invoice needs an individual payment, you will need to select one invoice and generate the payment. Repeat this process for each invoice.

If paying with a credit card

Click on the Credit tab

Select a pre-setup credit card account. This will create a credit card charge in the system.

Follow the credit cards workflow from there.

NOTE: You can also use the search options 'vendor accepts credit cards' as a way to filter down the results prior to the section.

Now you can continue to print checks, ACH files, CSI VCard, AMEX vPayment or credit cards for the next step in this workflow.

Advanced features

Detailed options

Invoices billed to client: restrict results to vendor invoices where the order or vendor invoice has been billed to the client

Invoices paid by client: restrict results to vendor invoices where the client has fully paid the client invoice associated with the vendor invoice/order

Generate a partial payment

If you want to pay less than the invoice amount, click on the Amount to pay field associated with the invoice and enter the amount you wish to pay. The next time you run this screen, the remaining invoice amount will be available to pay.

Search options

There are a number of search options to help filter down the vendor invoices to pay:

Company type: select from a predefined list of company types.

Vendor: select a specific vendor.

Client: select vendor invoices associated with specific client projects.

GL company: Select a specific GL company.

AP GL account: select a specific accounts payable.

Due by: select date: filters to on or before Vendor invoice due date field.

Posting date range: select date(s) based on vendor invoice posting date.

Invoice billed to client: display invoices where the order/invoice has been billed to the client.

Invoices paid by client: display invoices where the client invoice that includes the order/invoice has been fully paid.

Invoices marked as billed: This can be used to find vendor invoices that have been 'marked as billed' as part of the fixed fee billing process.

Posted invoices only: display posted vendor invoices.

Accepts credit cards: display only vendor invoices where 'vendor accepts credit cards' is checked.

Does not accept credit cards: display only vendor invoices where 'vendor accepts credit cards' is unchecked.

Accepts vCards: display only vendor invoices where 'vendor accepts vCards' is checked.

Does not accept vCards: display only vendor invoices where 'vendor accepts vCards' is unchecked.

ACH enabled: display only vendor invoices where 'ACH enabled' is checked.

All vendor invoices: defaults when you click on Vendor invoice to pay. Shows both regular vendor invoices & generated vendor invoices from expense reports.

Regular invoices only: allows you to filter down to regular vendor invoices only.

Expense reports only: defaults when you click on expense reports to pay.

Exclude from 1099 detail

The Select invoices to pay screen allows you to enter the amount to 'exclude from 1099' while paying the invoice. To see this information directly on your screen the 'exclude from 1099' field needs to be added to the layout.

Customizing fields to the layout

While in the Select invoices to pay screen click on …More > System settings > Edit columns and check the box next to the 'exclude from 1099' field which will add it to the columns. Adjust the display order as needed. Click Done and Save.

Process:
When paying vendor invoices, enter each invoice's total amount to pay as usual. Then when needed, enter the amount to 'exclude from 1099' while still on the payment selection (at the Invoice level). This does not change the amount being paid but instead designates an amount that should be excluded from the 1099 reporting detail.