Invoices for the same Vendor should have been paid with one check, but were paid with two or more checks. A maximum of 11 invoices can be paid with one check before a new check is create for the next 11 invoices.
On Vendor and Invoice records, it's possible to indicate whether invoices should be paid together or have a separate payment just for a single invoice. In this scenario, the invoices were set to be paid together, but a separate check was created for each of the two invoices.
Multiple bank drafts were created instead of one for multiple invoices
This may occur when the invoices are marked to have a separate payment, have different post statuses or have different remit to addresses.
Marked for separate payment: Ensure none of the invoices to be paid are marked for a separate payment by creating the query -
1. Create a new Invoice Query in Accounts Payable > Query > New > Invoice = Type, Query format = Dynamic 2. On the Criteria Tab, add the fields: a. Invoice > Create a separate payment for this invoice = Yes b. Invoice > Invoice Status = Approved (or Pending if not yet approved, or Paid if already paid) c. Vendor > Vendor Name [type the Vendor name] 3. On the Output tab, add the fields: a. Invoice > Invoice number 4. Click the Run button or the Results tab 5. In the results, double click the row to edit the invoice as needed
Post Status: When processing checks through Print checks and Record Bank Drafts, one of the options for post status is "From Invoice". When this option is selected, the payment's post status must mirror that of its invoice. Thus, within a group of invoices to be paid, if one or more is Not Yet Posted and one or more are set to Do Not Post, two checks will be created to ensure that each check reflects the related invoice's post status.
To override this, it's possible to set the Post Status option in Create Payments to "Not Yet Posted" (or Do Not Post). Once set, all invoices will be paid with the same check.
Remit To Address: The remit to address is a field located on the invoice record. If a Vendor has more than one address, it's important to ensure that all invoices to be paid together have the same Remit to address. Otherwise, a separate check will be created (would be needed) to allow for a separate address.