Accounts Payable (A/P) module

Note: Don't see this feature? Contact your sales representative to learn about our accounts payable options.

Accounts Payable (A/P) provides a variety of options that you can use to share your payment information with your accounting department or to print checks for your grant payments.

You can use the Export to A/P option to generate export files that contain your Payment data. These files are imported into your accounting software, which is used to generate invoices and checks.

  1. Search for the Payments you want to export using Quick Find, Full Search, or the Related lists. In the search results, select the checkbox next to the Payments that you want to export.

  2. In the Actions bar, select Export to A/P. Choose a File format, then select Next. Select whether you want to Mark payments Paid, then choose as As of date and select Next.

  3. The system automatically checks for any issues with the selected Payments, and a status displays for each Payment ID. Select or deselect the Ready, Warnings, and Errors checkboxes to show or hide records with those statuses.

  4. If there are any invalid Payments, select Remove invalid payments.

  5. Select Export to download an export file containing the Payment information to your computer.

  1. After your checks have been cut, you can export the Payment data out of your accounting system and use the Import A/P data option to import your check data back to Grantmaking. Then your Payments are updated with check info.

  2. To import Payment data, on the Payments search results page, select More, then select Import A/P data. Select Choose file to browse for and select an import file from your computer.

  3. If desired, select Mark Payments 'Paid', then select Next.

  4. Note: If you select the checkbox, you'll need to repeat this process with payments that have not been paid.

  5. Read and of any Errors or Warnings in the Result column, then select Import.

Note: You must have Check Writer enabled to use the Produce checks option.

You can use the Produce checks option to merge Payments into a check template that downloads to your computer so you can print directly to your own check stock. This feature updates Payment records with their new Paid status and a check number reference.

  1. Search for the Payments you want to produce checks for using Quick Find, Full Search, or the Related lists. In the search results, select the checkbox next to the Payments that you want to produce checks for.

  2. In the Actions bar, select Produce checks.

  3. The system automatically checks for any issues with the selected Payments, and a status displays for each Payment ID. Select or deselect the Ready, Warnings, and Errors checkboxes to show or hide records with those statuses.

  4. If there are any invalid Payments, select Remove invalid payments.

  5. Select Next.

  6. For template settings, select a Bank account and Check template. Choose whether to Test template alignment, select your testing options, then select Next.

  7. Edit the check information, including Check date, Next check number, and First check position, then select Produce checks. A check-formatted Microsoft Word document downloads to your computer so you can print directly to your check stock.