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Administrator Guide
Last Updated: 2023-06-23
Concept: All Transactions vs. Select Transactions with Payments

Concept: All Transactions vs. Select Transactions with Payments

When creating a new invoice payment, you can select the appropriate option based on how you’re grouping invoices. Example: if a program is grouping invoices in a way that would only ever represent a single vendor per invoice, you’re more likely to select All Transactions. If the invoice has more than 1 vendor on the invoice, you must always select Select Transactions. Each payment can only be made to a single vendor.

All Transactions

After selecting an invoice, if you click All Transactions, one of 2 things can happen:
  • A single line displays in the table with the invoice listed and no invoice number. 
  • One or more lines display in the table with the invoice line items on separate lines. 
If either of these statements are true, a single line displays in the table with the invoice listed and no invoice line number. This indicates that the user is applying the payment to the entire invoice. 
  • The selected vendor owns all line items on the selected invoice and those line items are all unpaid. 
  • The selected vendor owns all line items on the selected invoice and this invoice and there’s already a partial payment recorded on this entire invoice. 
If either of these statements are true, one or more lines display in the table with the invoice line items on separate lines. This indicates that the user is applying the payment to each line item.
  • The selected invoice contains line items for more than 1 vendor. 
  • The selected invoice contains line items that were included in another completed payment, either partially or in full.

Select Transactions

After selecting an invoice, if you click Select Transactions, a new window opens to enable you to select the line items to include on the payment. After selecting one or more of the line items, clicking Include on Payment Form loads the selected line items into the payment form table. Each payment can be a mix of full invoices and invoice line items to fit the needs of your payment strategy.