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Paying AP Invoices

Paying AP Invoices uses the AP Payment Workfile to prepare open invoices for payment, create a payment batch, print or download payments, and post. Supported payment methods documented here: Checks, EFT, ePayments, and Credit Service (credit cards). Remittance email after pay is covered in Using AP Email Pay Info.

:::note Partial Trimble field coverage Trimble About Payments, Payment Workfile, Add Invoices to a Batch, and Print AP Checks were read for this article. Generic Payment Posting Field Definitions / Forms pages were skipped on the 2026-09-09 pass (captcha magnets), so this page documents the Workfile → batch → print/download → post path that is confirmed. :::

Before you start​

Steps​

Prepare invoices in the Payment Workfile​

  1. Open AP Payment Workfile.

  2. Add the open invoices you intend to pay (select transactions into the workfile).

  3. Edit transaction info in the workfile when payment-time changes are needed (for example pay method or amounts you are allowed to adjust before batching).

  4. Release non-retainage holds before Pay will stick. Unreleased holds warn and block Pay. Only non-retainage holds release in the workfile; retainage holds stay on Releasing AP Retention.

  5. For N (ePayments) / C (Check) / E (EFT), use Separate Pay when this invoice needs its own payment. Otherwise Vista groups that vendor's selected transactions into one payment.

  6. Select Pay on the transactions (and lines) to include:

    • If Initialize to be Paid is on, Pay may already be checked when the workfile fills.
    • Selecting Pay also selects associated line items.
    • Clear individual line Pay boxes when you need a partial payment.

  7. Add more invoices as needed, then choose Create Payment Batch.

Create the payment batch​

  1. In Batch Selection, choose a new or existing payment batch.
  2. AP Payment Posting shows the Pay-marked transactions. Review the batch before print / download / post.
  1. For checks: set CM Account and Paid Date, enter Beginning / Ending Check # range, choose Print Checks, confirm the printer, and optionally Print Copy for non-negotiable copies. Close the print dialog when finished.

Download EFTs and finish posting​

  1. For EFT: follow the download steps for your bank format from the payment batch, then post the payment batch.
  2. For ePayments or Credit Service: complete the service-specific export / remittance steps your company uses, then post the payment batch.
  3. Validate / preview as needed, then Post the payment batch through the AP payment posting / batch process path.

Notes​

  • Transactions not marked Pay are cleared from the selection when you Create Payment Batch. Mark everything you intend to pay before creating the batch.
  • Negative-payment results stay in the Workfile and are not batched. Resolve the negative set before expecting those rows in AP Payment Posting.
  • Credit Service invoices require Company Parameters → Payment Services → CM Acct to match the invoice's CM account.
  • Comdata (and similar credit services): the vendor needs Payment Service Email on AP Vendors → Payment Method when remittance email is required.
  • Credit Service invoices for the same vendor group into one payment sequence even if Separate Payment or addresses differ.
  • Check / EFT invoices that reference the Credit Service CM account are excluded from normal check/EFT selection.
  • Compliance may highlight vendors in the Workfile (for example red rows). Whether non-compliant vendors are blocked at payment initialization is controlled by AP Company Parameters; day-to-day flags live on Managing AP Vendor Compliance.
  • Related: Voiding AP Payments, Releasing AP Retention, Using AP Email Pay Info, AP Prepaid Process, AP Vendors, AP Company Parameters.