Creating a Payment Run:
From the Toolbar select Purchase Ledger
Select the Payments icon
Use the right mouse option, select Create Record
The Currency defaults to the currency of the ledger
The Payment Method determines the number of the processes that are required
The Payment Date and Due by Date default to today’s date and can be amended. Only transactions due before or on that date will be selected on the automatic option
Select Yes on Automatic Generation
If the Output Transaction Type is selected this will determine how the cash book and ledger is updated.
NOTE: The selection of cash manager account to update follows this hierarchy; the account is taken from the output transaction type selected, the payment method and if neither of these areas are set up then the cash manager account is taken from the company defaults.
A narrative can be entered
A Source Trans Type can be selected for example if paying an Expense ledger
From and To Accounts can be selected if applicable
NOTE: This allows you to specify a particular range of accounts, excluding the rest to be included in another run.
Settlement codes can be selected for example if immediate payment accounts require settlement
Linked Transactions Only this is set to Yes if you only wish transactions linked on an event type to be included by the automatic run
Click the Apply button. This will generate the payment run header and will attempt to build a payment run. If there are any exceptions these will be displayed for further correction. For example if BACS details have not been correctly entered.
Use the right mouse menu to select Payment List followed by Print. The Listing can be produced as many times as required until the final run has been authorised
The outstanding transactions and their values are then displayed in the bottom screen on the Remittances tab. Any registered transactions will show but cannot be selected
To add or remove individual transactions, right click any of the Remittances transactions and select Add/Remove Transactions
Then click the tick boxes shown under the On this Run column a payment value will be populated and a discount value will appear if applicable
To remove all transactions. Use the right mouse menu to select Remove All
NOTE: Clicking on the value amount, then reducing the figure for payment to your requirements will amend the payment value field. The same applies for the Discount Field, if a discount has been taken for the transaction and you wish to reduce the transaction payment value it can be done in this screen.
The deletion of a payment run is not allowed once the payment extract file has been produced. Nor are the removal of transactions from the run
Click on the Apply button to confirm the changes
Close the window. The totals will then be updated
Select the Header tab
Use the right mouse option to select the Payment List to ensure you have the final payment run
Use the right mouse menu option and select Commit
Once authorised, use the right click option to select Next Process
Once all processes have been completed the right click option to Update once it becomes enabled. This will update to the ledgers.
The box will be ticked once a procedure has been completed to inform you of the next stage.
Remittance Advices can be archived against the Supplier Account if using formats SL01 or SL02.