Select Due Date and Discount Date Cut-offs Overview

The Due Date Cutoff and Discount Date Cutoff are used to determine what invoices to include in the check run.

If Due Date is selected in the Due Date Cutoff field, all the vouchers for the selected vendors that are due on or before the date specified are included in the batch. To not use a cut-off date, select None. If None is selected, all the vouchers within the vendor and document range selected are included.

If a due date cut-off is selected, the Discount Date Cutoff field becomes available. If Discount Date is selected as the discount cut-off date, all vouchers for the selected vendors with a discount date on or before the date specified are included in the batch. If All is selected, all vouchers with discounts available are included in the batch.

The Apply Date and Non-Qualifying Discounts

Apply Date – of the invoices selected using the Due and Discount Date Cutoff, the Apply Date determines what discounts to apply.  All invoices selected that have valid discounts on this date will be paid at the discount amount.

Take Non-Qualifying Discounts – this selection override the Apply Date and takes all discounts on the invoices selected. 

Sample – Select Payables Checks Using Various Dates and Options

The following sample invoice was used to demonstrate the resulting check amount using various date selections in the Select Payable Check window.

Sample Invoice

Results using different date combinations:

Use Take Non-Qualifying Discounts on all scenarios above will override the discount amount used as follows:

Solution: Use the Select Payables Checks process!

Create a Batch in the Select Payables Checks window. Select the Edit Check button to enter the Edit Payables Checks window. Select the Vendor ID and the enter the amount of the check in the Amount: Unapplied field. Save this to the batch. Select Print Checks and process the batch.

This process results in recording the Check to the Vendor as an unapplied payment and to the outstanding check list in Bank Reconciliation. Later, when the invoice is received, use the Apply Payables Documents window to apply the check to the invoice. If you prefer to let the system apply the check, select to Automatically Apply Existing Unapplied: Payments as part of your Select Payables Checks process. The payment will be applied to an open invoice and reduce the amount paid to the vendor.

This process may seem a bit cumbersome but it is actually very easy and quick to cut a single check to a Vendor with no invoice. The benefits of having this check recorded in the system are well worth the few extra steps.