Work with A/P payment proposals, Overview (FLR07001)

Payment mode and bank retrieval

If a supplier uses a factoring company to collect payments, the payment mode and the bank are retrieved from the entered Payee number in the Business partner file.

The supplier’s bank is retrieved from the transaction. If Supplier’s bank is left blank, then it is retrieved from the A/P supplier payment mode/currency file, if entered. Otherwise it is retrieved from the A/P supplier payment mode file. The supplier’s bank account number is retrieved from the Customer/Supplier bank file. If it is a sundry supplier, the bank and the bank account number are retrieved from the A/P sundry supplier name and address file.

Note: Several proposals can be active at one time, but a document can only exist in one proposal. One proposal can only be maintained by one user at a time. You can by choice send zero payments to the financial institute and you can partially settle a document.

Split model

If a split model has been activated in the A/P control file, then the credit notes are automatically distributed according to the activated model. These models are:

Split starts from the payment proposal’s first payment date.
Split starts from the on accounts/credit notes payment date.

The system will create one payment document per payment mode, transaction currency, supplier number, supplier’s bank and payment date.

Unique payment in Work with A/P payment modes controls if a document, for which you have entered additional payment information or a bank reference number, should be handled as a unique payment (one payment per settled transaction). If the document belongs to a sundry supplier it is always handled as a unique payment.

If there is a pre-defined calendar for the payment mode in Work with A/P payment modes, then the payment date is controlled whether it is payable or not. If it is a non-payable date, then the calendar moves the date to the previous payable date or the next payable date. This is controlled by the entry in Previous payment date in Work with A/P payment modes.

Process activities

The activities below are included in the process. You perform each activity by selecting the applicable option.

Activity	Description
Create	You create a proposal of documents to be paid, according to your selections. You can print a control list any time. At this stage the payments are preliminary. Changes can be made in the next activity.
Maintain	You make changes in the proposal, such as adding or deleting documents, or you can make partial settlements. You can print new control lists until you are satisfied with the proposal. When you leave the maintenance mode after the deletion of single documents, with temporary transactions, you will be prompted to enter voucher parameters.
Print control list	You request a printout of a control list with the documents that you select in the payment proposal. These are documents that are payable, not payable or updated. The printout can be sequenced according to five different parameters and you can also get three different list types.
Create payment order	You create a payment order to a financial institute. When a payment order is created it is allowed to maintain, print, delete, print remittance advice, create temporary postings, and update documents in the proposal. This activity is mandatory before you create temporary postings or update the accounts payable. If Re-create payment order is set to YES in the A/P control file, then it is also allowed to re-create the payment order.
Confirm payment order	You confirm payment orders (cheques) created for the proposal. The confirmation will affect the status of the cheque in the Cheque inventory which will be automatically updated. When a payment order is confirmed it is allowed to maintain, print, delete, print remittance advice, create temporary postings and update documents in the proposal.
Print remittance advice	Optional. You order a printout of a remittance advice for the proposal. When a remittance advice has been printed, the user activity is updated and the proposal activity controls which further activities you may select. For more information about remittance advice, see the Panel help for Work with A/P payment modes.
Create temporary postings	You create temporary postings for the proposal. If you are creating temporary postings and you are paying documents in a foreign currency, and do not know the exact exchange rates, you can hold the actual accounting in the G/L of the payments until you receive notice from the bank of what amounts you have actually paid. A debit and a credit entry is made on temporary accounts, and all the regular accounting journals that are created when you close a journal are printed. When final payments are entered by reporting the exact exchange rates, the entries on these temporary accounts are reversed and the proper accounting entries are made instead. When you have created temporary postings it is allowed to print, delete, print remittance advice for and update documents in the proposal. If Re-create payment order is set to YES in the in A/P control file, then it is also allowed to re-create the payment order.
Update	You do a final update of the accounts payable. Here you report the correct exchange rates for foreign currencies. This can be done per payment mode, currency and payment date. Generally, the exchange rates are not known until notice of the actual payment has arrived from the bank, but if you pay documents in system currency only, you can report exchange rates immediately. When final payments are entered by reporting the exact exchange rates, the entries on these temporary accounts are reversed and the proper accounting entries are made instead. If the proposal is partially updated it is allowed to update, print and delete documents in the proposal. If Automatic deletion is set to YES in the A/P control file, then the included documents in the proposal are automatically deleted. If NO, then the documents remain in the proposal and you select the Delete proposal activity for manual deletion.
Delete	You delete the payment proposal. The system will show you information about the proposal you are about to delete and you confirm the deletion or you can return to the main panel. For the deletion of an updated proposal with temporary transactions, you will be prompted to enter voucher parameters.

You can maintain the payment proposal on the following five different levels:

by payment mode
by currency
by supplier’s bank
by document
on payment date level.

When you enter a proposal all payment modes with liabilities in this proposal are shown.

Options

Note: Each option can be secured using the WWAPPAYMPP (Work with A/P payment proposals) authority group.

Print	Select this option to print a control list.
Payment order	Select this option to create a payment order.
Confirm payment order	Select this option to confirm cheques created for a payment order.
Remittance advice	Select this option to print a remittance advice for a proposal.
Temporary postings	Select this option to create temporary postings.
Update	Select this option to update the accounts payable.
Original selection	Select this option to view the specification values and selection criteria entered when the proposal was originally created.
Print Telebank control list	Select this option to print the telebank control list.

Selection fields

Proposal no

Description

Proposal activity

The latest updated activity in chronological order means the order in which you can work with your proposal. The order is:

Create
Maintain
Print
Create payment order
Confirm payment order
Create temporary postings
Update
Delete

Note: Payment order confirmation is only necessary if it is set up as mandatory for the payment mode in Work with A/P payment modes. If not, then the proposal will reach the Confirmed activity after payment orders have been created.

Note: You can translate the proposal activities in Work with languages.

User activity: Displays the latest chosen activity, independent of the latest updated proposal activity in chronological order. You can, for example, maintain a proposal for which you have created a payment order. This means that Proposal activity will display PAYORD, but User activity will display MAINT. The user activities are the same as the Proposal activities (above) with the Remittance advice and Reverse temporary postings activities in addition. Note: You can translate the user activities in Work with languages.

Date

Displays the latest date for update of the activity.

User: The code indicates the latest user of the activity.