Payment Run¶
This process generates payments for all the Invoice Dissections that are currently marked as Selected and which fall within the selection criteria entered.
The process will generate either cheques [or a cheque list where the Print Cheques flag is set to “Payment Listing Only”], Bpay/direct transfer or direct transfers where the appropriate parameters have been set in the Supplier record.
| Payment Date: | Enter the date for these payments |
|---|---|
| Description: | For your information. You may edit the default setting. |
| Bank: | You must select the Bank Account from which the Payments will be made. Only Invoice Dissections, which have an Analysis with that Bank Account will be paid. |
| Force As Cheque: | |
You may cause cheques to be printed (rather than Direct Transfers) for all Suppliers even where bank transfer information has been set for a Supplier by setting the Force as Cheques flag to Yes. |
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| Cheque(s): | This will default to Printed, which will print cheques or the default remittance advice as set in Setup, Database Setup, General (Default Cheque Format) or Listed, which will list all cheques to be manually created. If Printed is selected then the cheques/remittance advice must be printed or the payment run will be cancelled. |
| Selections: | These allow you to select a range of Invoice Dissections that will be included in this Payment Run. Invoice Dissections for a particular Supplier for example. |
The Process
Bpay Reference Number Entry where there are any Bpay/Direct Transfers included in the payment run, the Bpay Reference Number Entry Screen will appear. A reference is required for each payment or the process will not continue
Cheque Generation where there are any Cheques included in the payment run, the Cheque Generation Screen will appear. The next cheque number, as set in the Set Up will be displayed for the Initial Cheque #. This may be edited if required. Batch is for reference later if you nee to view the payment run. It is not recommended to change this as the numbers are sequentially entered by the system. The Default Cheque Format as set in Setup, General will be displayed. An alternative format may be selected if required. If necessary one or more test prints may be carried out.
Note that where the Print Cheques field in Setup, Defaults, General is set to “Payment Listing Only” the Cheque Format field will not be accessible and will be greyed out. A list of Cheques, to be produced by other means, will be produced. If this field is set to “Printed” a report screen will appear this must be printed or the payment run will fail.
After the Cheques have been produced close the Cheque Printing screen.
The process will generate the Payment Records. You will be informed of the number/s produced.
Direct Transfer File Creation where there are Direct Payments the selection screen will then be presented. DDT Payment Date defaults to today’s date. Enter a different Payment Description if required. File Settings check that the File settings are correct. They will default to the settings for the selected Bank Account. Click Accept [and again on the Accept Box] to generate the Transfer File. Note if the file already exists, you will be asked to overwrite it click Yes. Note you may exit from the Payment Process without creating the actual transfer file. The file may be created later with the Direct Transfer File process.
Payment Advice Fax File Creation a licence is required for this process. There are two processes that occur when this is run. An Email or a Fax remittance advice is created for all payments other than cheques, but the details in the supplier maintenance must be setup initially. An Email will be sent to each supplier and another will be sent to the sender [as set in Email Connection Setup] as an audit trail. A Fax file is created by this process which can be merged with MS Word 2000 and Faxed via Winfax Pro 10. Fax Filename is where the fax file will be created. Email Connection defaults to the email connection as set in Setup, Database Setup, General [Default Email Connection]. Format defaults to the email format as set in Setup, Database Setup, General [Default Email Format]. Click Accept to generate the Fax File and set the emails. Note you may exit from the Payment Process without creating the Payment Advice Fax file. The file may be created later with the Payment Advice Fax process.
Click Close to finish.