A/P control file enquiry (GDMD0861)

Code	Description
YES	Final entering
NO	Preliminary to final entering

Payment proposal

The following three fields are used in the A/P payment proposal routine:

Split model

Displays the code for split model. This code controls which type of split is to be performed for automatic payments. In this context, split means how you want to portion your supplier on accounts and/or credit notes when creating payments for normal invoices. The reason is that you cannot pay yourself for supplier accounts/credit notes and, therefore, need to be able to split and use amounts from on accounts/credit notes to pay normal invoices.

The following codes are valid:

Code	Description
0	No automatic split of on accounts/credit notes
1	Split starts from the payment proposal’s first payment date
2	Split starts from the on accounts/credit notes’ payment date

Re-create paym order

Indicates if you want to have the possibility to re-create the payment order in the A/P payment proposal.

Examples:

A case when you would want to re-create a payment order is when you send payment orders electronically to the Bank. While waiting for the Bank to confirm reception and the validity of the payment orders, you would like to have the possibility to re-create and send them again if something should go wrong.
A situation when you do not want to re-create payment orders could be when using Cheque Writer and you do not want to take any chances to have cheques printed twice for the same invoices to be paid.

Automatic deletion: Indicates if the system should automatically delete a payment proposal after it has been finally updated into the Accounts payable.

Amount BLWI info: In Belgium, it is mandatory to define BLWI code to declare the origin of the transaction. Amount BLWI info displays the BLWI coded transaction amount only if, the total amount in system currency is higher then 5000 Euros for each foreign payment made to the bank. During the creation of payment order, a test is done to check if BLWI information is defined for every transaction in the proposal or not.

Amount DNB info: Displays the Amount DNB information, if the system country of the company is Netherlands and exterior payments are used. This amount is pre-defined by De Nederlandsche Bank and is currently set on 12.500 Euros (2003). During the creation of the payment order for exterior Dutch payments (BTL91 format), a test is done to check if the payment amount is greater than the amount entered in this field (i.e. 12500 Euros). If the test is positive, some extra information regarding the payment and the DNB registration number must be entered in the payment order transfer file. The payment order creation program will test if all the necessary fields are filled in, to be able to retrieve this information when required.

NAW code: Displays the code value as 1 (if NAW information on your suppliers is required from Postbank) or 2 (if NAW information on your suppliers is not required from Postbank). The code value is then placed into a file transferred to the Bankgirocentrale.

Attestor security: Indicates if attestor security is to be used in the system. This means that the security code for the attestor must be entered when you change an invoice from not approved for payment to approved for payment, or when you maintain any information for a final invoice. The security code is defined for each attestor in the Attestor table.

Turnover net amount: Indicates if the system uses the turnover net amount for statistical calculations. If set to NO, the gross amounts are used in the calculations. This way, if you should compare the turnover for different companies, you do not risk comparing a gross amount with a net amount.

Stat of acct X-ref: Indicates if all related settlements should be listed for each document on the statement of account.

EU stat at entry: This field is only displayed if the EU reporting function is activated. Indicates if EU statistics should be registered at transaction entry. If set to NO, they can still be registered during transaction maintenance.

Code and method description:

Calculation example:

Testrun: Indicates the status as checked (if the file transferred to the bank contains test information) or unchecked (if the file transferred to the bank contains final valid information).
Note:

Invoice matching

The following three fields are related to the A/P invoice matching functionality.

Inv manual matching: Indicates if you want to be able to manually match supplier invoices with the received purchase order lines during invoice entry. Note: If the A/P automatic invoice matching routine is activated (Inv autom matching is set to YES) and this field is NO, you will not be able to manually match invoices that were rejected during the automatic matching validation process.

Inv autom matching: Indicates if you want to activate the A/P invoice automatic matching routine. If you set this field to YES, the supplier invoice lines will be automatically matched with the received purchase order lines when you run the Retrieve financial transactions program or the Automatic matching of A/P invoice lines routine. If set to NO, the supplier invoices and invoice lines are still retrieved and validated, but no matching is performed.

Promote prel invoice: This field is only applicable if Inv autom matching on this panel is set to YES. Indicates if you want the system to automatically make the preliminary invoices final after they have been successfully matched in the A/P invoice automatic matching routine. If set to NO, they will remain preliminary and you must manually make them final.

Direct order debits

The following two fields are related to the A/P Direct order billing functionality and control the handling of A/P debit generation (i.e. charging back any discrepancy/variance with the purchase price and/or fees to the supplier). Note: If these “tolerance level” fields were not defined in the corresponding maintenance program, it means that any discrepancy/variance between the purchase order price and the invoice, or the fees charged from the supplier will always be debited back to the supplier.

Min % of invoice

This field is only displayed if the APDIRBIL (A/P direct order billing) function is activated in the Function control file. Displays the minimum threshold as a percent of the net settlements (total PO) in A/P direct order entry, if it was entered in the corresponding maintenance program. The lesser of this and Min amount (if entered) will be used to determine the minimum threshold for creating A/P debits.

If 100 was entered in this field in the corresponding maintenance program, it means that A/P debit note generation is disabled and you will bear any discrepancies and not charge anything back to the supplier.

Min amount: This field is only displayed if the APDIRBIL (A/P direct order billing) function is activated in the Function control file. Displays the minimum threshold as a flat amount in A/P direct order entry, if it was entered in the corresponding maintenance program. The lesser of this and Min % of invoice (if entered) will be used to determine the minimum threshold for creating A/P debits.

A/P control file enquiry (GDMD0861)

Related topics

Payment proposal

Invoice matching

Direct order debits

A/P control file enquiry (GDMD0862)