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  13. Enter a bill payment

Enter a bill payment

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A bill payment, just as a cheque or a multi-currency payment, involves extra information that can be stored together with the payment document. A bill payment can later be handled in the portfolio remittance routine. The portfolio type instead of the document type controls contra accounting for a bill payment.

The extra fields needed for a bill payment are accessed if you use a payment document type with Liquid entry panel set to 2.

Prerequisites
Use a payment document type with Check balance set to NO, Liquid entry panel set to 2, and Portfolio type completed with a portfolio type for bill payments.

  1. Follow steps 1-4 in Enter an A/R payment with a pre-defined contra account.
  2. You access A/R liquid entry, Bill. The following fields are relevant:
    3. Transaction amount
    The system defaults the transaction amount from the payment you have entered, but you may increase the amount, if the bill covers more than one payment document.
    Currency
    The system defaults the transaction currency from the payment you have entered, but you may change the currency if this is a multicurrency bill payment. Note: The system controls the total bill amount shown in Bill amount in the top part of the panel against the total amount for all included payments in system currency. The entire bill amount must be balanced by payment amounts.
    System amount
    The system defaults the system amount from the payment you have entered, but you may increase the amount, if the bill covers more than one payment document. You will then have to fill up the remaining system amount with payments until the entire bill amount has been covered. Note: If you increase the transaction amount as described above, you should either enter a new system amount manually, or delete the default amount and let the system recalculate it.
    Text
    The system defaults the text of the document type.
    Reception date
    The system defaults the document date from the payment you have entered. The date is only for information and is not used in any calculations.
    Exchange rate period
    Exchange rate level
    The system will default the values from the payment you have entered.

    Click OK. The system retrieves defaults for the fields that were left blank. Click OK again to confirm.

  3. You access Bill information maintenance. The following fields are relevant:
    4. External number
    Enter the debtor’s document number if issued by debtor.
    Due date
    Enter the due date of the bill.
    Standard text
    Debtor bank ref
    Bank account number
    Bank identity
    Bank name and address
    Guarantee by
    The information in these fields is retrieved from an A/R payment mode of the debtor, if the payment document type used for this bill is defined as a related document type for the payment mode. The default is controlled by the debtor bank reference, so if you change the reference to another valid one, all other fields will change accordingly. If the bank reference is not completed, all fields must be completed manually.
    Our bank
    Enter a bank from the Bank table if only one bank is valid when remitting the bill to bank for encashment or discounting. If blank, any bank will be valid.

    Click OK. The system retrieves defaults for the fields that were left blank and automatically creates the postings, based on the definitions for the payment document type (control account posting) and the portfolio type (contra account posting). The payment transaction will update the Accounts Receivable immediately.

  4. Follow steps 3-5 in Enter a cheque payment, but exchange the word “cheque” with “bill”.

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