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Update an A/P payment proposal

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The following describes how to update a payment proposal that contains more than one payment mode and that will be updated as a final payment. If you are updating cheque payments, see About working with A/P payment proposals for more details.

To update an A/P payment proposal means that:

  • a payment order has been sent to a financial institute
  • the A/P is settled and final postings are created for the liquid asset account.

Steps 4-5 below also describe how to update an A/P payment proposal with the possibility to re-report the exchange rate when you receive that information from the bank.

  1. Select the Work with A/P payment proposals menu item.
  2. On the Overview panel, select the applicable proposal and click Update.
  3. You access A/P payment proposal, Update accounts payable. On this panel you can override the document type and payment type if they are defaulted from Work with A/P payment modes. The following fields are mandatory:
    4. Doc type
    The document type controls the liquid accounting for G/L transaction as well as the A/P payment document. You can enter or change the A/P payment document type.
    Pay type
    This field controls the information about your payment that you want to send to the financial institute. You can create different payment types in a payment mode. For example, if your company uses different currency accounts, you can create a payment type for each of these accounts.

    Click OK.

  4. From this step you start the re-reporting when you have received the notification from the bank and know the correct amount for adjustment. You access A/P payment proposal, Report exchange rate. This panel is shown if your proposal contains more than one payment mode. Select the payment mode for which you want to report exchange rates.
  5. You access A/P payment proposal, Report exchange rate. On this panel you can enter the amounts, or the exchange rates, when you are paying documents in the proposal. Tip: If you click Exchange rate, you can change the currency rate instead of the actual amount. The actual amount will then be calculated. The following fields are relevant:
    6. Actual amount
    In this field you adjust to the correct payment amount.
    Exchange rate
    In this field you adjust to the correct exchange rate.
    Payment fee
    If you enter a payment fee, then the following pseudo accounts must be defined in the Pseudo account file:
    • XPFCxxx for the cost (xxx represents the document type).
    • XBPFccc for the liquid asset (ccc represents the bank code).
    The payment fee is entered in transaction currency.

    Click OK when you have adjusted the payment.

  6. You return to A/P payment proposal, Report exchange rate. Click OK again.
  7. You access A/P payment proposal, Update accounts payable. The following fields are relevant:
    8. Accounting period
    Enter the accounting period to reverse the temporary postings, if any, or the accounting period for the G/L postings, if Override period is set to YES.
    Voucher date
    Only shown if temporary postings exist. Here you enter a voucher date for the reversed postings.

    Enter the printing parameters and click OK to update the final payment.

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