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Enter an A/P payment with selection of documents to settle

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This is a more complete way to settle open documents. You can select or re-sequence open item documents, which is useful if several documents should be covered by the payment, or if any documents should be settled only partly.

Settlement can also be done separately, without immediate prior payment entry. See Settle A/P documents without payment handling. Payments that are entered without settlement become open documents with remaining amounts, just as entered invoices, but with reverse sign.

Note: Settlement can be combined with any of the payment handling options in the routine, but to simplify matters, the payment handling in Enter an A/P payment with a pre-defined contra account is referred to here.

Prerequisites
Use a payment document type with a pre-defined pseudo account as contra account, and VAT/default accounts and G/L postings panel set to NO, and Settlement panel set to YES.

  1. Follow steps 1-4 in Enter an A/P payment with a pre-defined contra account.
  2. You access A/P open items selection. The payment document you have entered is shown first, and has already been settled. Select the document(s) to balance the payment and click Maintain item settlement. If the total amount for the marked documents exceeds the payment amount, the documents will be settled in the order they are marked off. The last one will be partly settled. The system automatically handles deduction for cash discount if a cash discount is valid.

    3. Click Selection to re-sequence or select open item documents.

  3. You access A/P open items selection. On this panel you make a selection of open documents to show on A/P open items. This panel is used for both single currency and multi-currency open item selection. If you are in multi-currency mode you will receive an additional field allowing you to sequence and select documents by transaction currency.
    A/D
    Enter the code for ASCENDING or DESCENDING to sort your sequences and selections in ascending or descending order.
    Mark selected
    NO is defaulted. Set to YES to automatically mark all selected transactions as settled when you return to the A/P open items selection. All the transactions will be marked with 1.

    Click OK when the selections are made.

  4. You re-access A/P open items selection with the made settlements. If you want to change the settlement, mark the selected document and click Maintain item settlement.
  5. The system will transfer the selected document to the bottom part of the panel. You can, for instance, change the paid amount, enter a cash discount amount manually, or mark a pre-defined cash discount that you want to apply. Click OK when done. Note: If you only want to use part of a payment for settlement, you can handle it just as an invoice that you settle partly. There will be a remaining amount on the payment, and it will stay open as an on account transaction.
  6. You re-access the A/P open items selection with your changes. Tip: Click Selection to re-sequence the documents, with the marked ones on top.

    7. Click Update to update the settlement. Accounting for exchange rate differences, cash discount, hidden discount and control account adjustment are controlled by the document types connected to system document types EXR, CAD, HID and XIC. The system will create the postings automatically, and will also display the created cash discount and hidden discount documents on the settlement panel.

    To cancel the settlement, click Cancel settlement. The function of Settlement diff is described in Enter an A/P payment with settlement and manual difference postings. Exit the routine.

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