Process Outstanding Payables

Owned by Former user (Deleted)
Last updated: Apr 18, 2024 by Andrea Boehm
9 min read


The Processing/Process Outstanding Payables option lists all Unpaid Payables from prior payrolls. Once the payables are selected, click on   to assign the ET * and Check numbers for the Payables.  A Payables Payment Reports gets created.  To view these reports, they will be saved under 'File Archive', Payee Payment Detail'.

To clear Board Paid payables from the Outstanding Payables grid, select the payable to process as a normal payable.  No check or ET will be created since it will be a zero amount.  These reports will move to File Archive under 'Payee Payment Detail' with full detail:


Payable Reports

The Payable Reports option produces a report listing the Payroll Items amounts to be paid for the processing period(s) selected. Two reports can be created, Full Report and Summary Report.  The reports should be reviewed before proceeding. This Report option is available on all Payables view.

To select all Unpaid Payables, leave the 'Selected' cycles blank. This will select ALL Unpaid Payables as of current date:

Click on  

Select the 'Report Output Format' from the dropdown:

  • CSV (Comma Separated Values)
  • PDF (download)
  • Excel-Data

If wanting to add a Page Break by Payroll Items, select:

If you select one of the 'Available' options, only those Unpaid Payable's will show in the grid below: (This is all Unpaid Payables up to Current date)

Select the Payment Cycle from Available to Selected


or have the option to

To select one or more Payroll Item Configurations click Available  to Selected

Payables Detail Report.pdf

Payables Detail Report.csv

Payables Detail Report.xlsx


Payables Summary Report.pdf

Payables Summary Report.csv

Payables Summary Report.xlsx

Payables by Payee

The  Payables by Payee option allows you to select and pay Unpaid Payables from prior Payroll Cycles.  The Payables by Payee will be grouped together by the Payee Name, also displaying are the Code, Employee Amount and Employer Amount. 

To process your outstanding payables you will need to select the payroll cycle that you are wanting to pay from the drop down box under Select Payroll Cycle. 

Options available are None, Every Payroll, Monthly, Quarterly, Annually, User defined 1, User defined 2, User defined 3, User defined 4, User defined 5, User defined 6, User defined 7, User defined 8, and User defined 9.


You can then select the Items you wish to process by clicking the  next to the payroll item. 

 If you wish to select all payroll items listed click on the under the Select Payroll Cycles options:


Select the Payee to be paid:

Click the  button to create the payments.  Here you will enter in:

Enter an Issue Date (an Open posting month needs to be open in order to use)

Select Bank Account from the drop down box that should be used to process the payee payables from

Select the Output Format:

  • XML (Export)  - Used if printing non-electronic payables using a third party printing software. The XML file can be uploaded to the printing software to print the physical checks.
  • PDF (Print) - Used if printing payables within USPS-R and not using a third party printing software. 
    • Select the Form that will be used for printing from the drop down box.

The Starting Check Number is automatically updated

Click on Post to create checks and ET or Cancel to Exit out without creating.

With either option after posting, a Payables Payment Report will be created:


Payables by Pay Item Config

The Payables by Pay Item Config option allows you to select and pay Unpaid Payables from prior Payroll Cycles.  The Payables by Pay Item Config option will list the the Payroll Item Name, Code, Employee Amount and Employer Amount.

To process your outstanding payables you will need to select the payroll cycle that you are wanting to pay from the drop down box under Select Payroll Cycle .

Options available are None, Every Payroll, Monthly, Quarterly, Annually, User defined 1, User defined 2, User defined 3, User defined 4, User defined 5, User defined 6, User defined 7, User defined 8, and User defined 9.



You can then select the Items you wish to process by clicking the  next to the payroll item. 

 If you wish to select all payroll items listed click on the under the Select Payroll Cycles options 


Under the Selected Payables Summary area , you can choose from the drop down  if you want a separate payment for each payroll item code (ignoring the grouping by the same payee).


or choose from the drop down if you want a payment generated based on the same payee, (all payroll items with the same payee will be paid with one payment)

Click the  button  to creates the payments . 

A Payables Payment Report will be created:

Payables by Payroll Item

The Payables by Payroll Item option allows you to select and pay Unpaid Payables from prior Payroll Cycles.  The Payables by Payroll Item option will list Payroll Item Name, Code, Employee Amount,Employer Amount, First Name, Last Name and Position.

To process your outstanding payables you will need to select the payroll cycle that you are wanting to pay from the drop down box under Select Payroll Cycle.

Options available are None, Every Payroll, Monthly, Quarterly, Annually, User defined 1, User defined 2, User defined 3, User defined 4, User defined 5, User defined 6, User defined 7, User defined 8, and User defined 9.


You can then select the Items you wish to process by clicking the  next to the payroll item. 


 If you wish to select all payroll items listed click on the under the Select Payroll Cycles options 


Under the Selected Payables summary area , you can choose from the drop down  if you want a separate payment for each payroll item type (ignoring the grouping by the same payee).

or choose from the drop down if you want a payment generated based on the same payee, (all payroll items with the same payee will be paid with one payment)

Click the  button  to creates the payments.

A Payables Payment Report will be created:

Payables Detail

The Payables Detail option allows you to select and pay Unpaid Payables from prior Payroll Cycles.  The Payables Detail option will list  Payroll Item Name, Code, Employee Amount, Employer Amount, Description, First Name, Last Name,  Number and Position. 

To process your outstanding payables you will need to select the payroll cycle that you are wanting to pay from the drop down box under Select Payroll Cycle .

Options available are None, Every Payroll, Monthly, Quarterly, Annually, User defined 1, User defined 2, User defined 3, User defined 4, User defined 5, User defined 6, User defined 7, User defined 8, and User defined 9.



You can then select the Items you wish to process by clicking the  next to the payroll item. 

 If you wish to select all payroll items listed click on the under the Select Payroll Cycles options 

Under the Selected Payables Summary area , you can choose from the drop down  if you want a separate payment for each payroll item type (ignoring the grouping by the same payee).

or choose from the drop down  if you want a payment generated based on the same payee, (all payroll items with the same payee will be paid with one payment)

Click the  button to create the payments. 

A Payables Payment Report will be created:


Error Messages

On Outstanding Payables screen, if any of the payables total to be paid is negative, you should receive an error when the post button is clicked:


Payables Adjustments

 The Payables Adjustments will allow the user to adjust outstanding payable amounts.  They will be able to create, view, update or delete a Payables Adjustment object .

  

Create a Payables Adjustment

The Payables Adjustment option can be used to adjust an employee's payroll item amount before creating the check or ET.

If you put an adjustment in before you run the payables for that payroll Item, then it will be included in that check or ET amount.

If all payables have been ran and posted already for this pay, then the adjustment they entered for that employee will remain there until they run payroll again and process payables for that payroll item. It will then be included in that total amount.

To Create a new Payables Adjustments, click on 

Select the Employee using the  drop down box or by entering the name in the box.

Select the Payroll Item using the  drop down box or type in payroll item code or type.

Enter in the Employee Amount to be adjusted.

Enter in the Employer Amount to be adjusted.

A Description can be entered to describe the adjustment amount.

Once completed, click on  or  to not save and exit.

Refund an Employer Payroll Item if employee is no longer being paid

To refund an Employer Payroll Item Amount, select the Employee, Payroll Item and enter the Employer Amount:

Click on 


The Payable Adjustment will now be included in the Outstanding Payables to be paid:

If Employee is on leave and pays for Insurance out-of-pocket to the district

1. Deposit the check into the PAYROLL CLEARANCE account.

2. Go PROCESSING>PROCESSING OUTSTANDING PAYABLES>PAYABLES ADJUSTMENT tab. Enter the check amount as a positive for payment.

3. Generate the report and ensure the employee is on the report.

Outstanding Payables>Payables by Payroll Item:

4.  To ensure W2 Employer Health Coverage is correct, use Core>Adjustment>Health Insurance to add the amount ONLY paid out of pocket from the employee. The amount already deducted from previous pays, will be added to this amount:

W2 Report

Posting Errors

Error - Duplicate check number already posted, ensure check number is unique.