Pay Through the Supplier Payment Run Wizard
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Companies requiring authorization for payment will find the Supplier Payment Run feature very useful as it lets you create suggested payments and process all payments until authorization is granted.
This article will discuss the processes and procedure in using the Supplier Payment Run option.
Suggest Payments
- From the Supplier module, click Payments > Payment Run > New. The Suggested Payments wizard will be displayed. Click Next to proceed.
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- In the Criteria page set the following:
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- Select the bank account to be used for the payment. The suppliers will be filtered according to the currency of the bank account used.
- Tick the appropriate checkbox if you want to pay all suppliers or select from the suppliers list. Specify the details for the Supplier Criteria if you choose to select from the Supplier List.
- You can also include bills that are eligible for early payment discounts.
- Specify the details for the Date Criteria and Payment Group. Click Next to proceed.
- In the Bills page, select the bills to include in the payment run. If the system detects that there are previous supplier payments, debit memos, credit memos, refunds and voided payments included in the list, you will be prompted to remove it as they add to a negative value. Click Next to proceed.
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- Upon completing the wizard, you can choose to print the list of suggested payments by ticking the Print Suggested Payment Report checkbox or click the Finish button to close the wizard.
Process Payment Run
Process Check Payments
- From the Supplier module , click Payments > Payment Run > Process. The Process Suggested Payments window will be displayed.
- Select Check Only as the payment method in the Payment Group field. The list of suggested check payments will be displayed.
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- Select the check payments to be processed. Click Process Payments. The Processed Payments window will be displayed.
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- If you want to automatically assign check numbers, tick the Automatically Assign Payment Number checkbox, enter the check number in the Starting Check Number field then click Assign. The Payment Number column will be auto-populated with the set check number.
- If you want to manually assign check number, tick the Manually Assign Payment Number checkbox then enter the preferred check number in the Payment Number column.
- Click on Process and Print to process the check payments. The Print Dialog window will be displayed. In printing the check, you can use the predefined check layout or set your own layout as needed.
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- Set the printing destination and click on Print button.
- Upon clicking Print, you will be prompted if the payments are printed correctly.
- Select No if you want to go back to the Processed Payments window and reprint the check.
- Select Yes if the checks are printed correctly. This will close the Processed Payments window.
Process Check and Remittances
- From the Payments > Payment Run > Process. The Process Suggested Payments window will be displayed.
- Select Check and Remittance as the payment method in the Payment Group field. The list of suggested check and remittance payments will be displayed.
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- Select the check and remittances to be processed .Click Process Payments. The Processed Payments window will be displayed.
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- If you want to automatically assign check numbers, tick the Automatically Assign Payment Number checkbox, enter the check number in the Starting Check Number field then click Assign. The Payment Number column will be auto-populated with the check number set.
- If you want to manually assign check number, tick the Manually Assign Payment Number checkbox then enter the preferred check number in the Payment Number column.
- Click on Process and Print. The Select Check Report Style window will be displayed. Select the preferred check report style and click OK.
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- A preview of the check report will be displayed and you will be prompted if the payments are printed correctly.
- Select NO if you want to go back to the Processed Payments window and reprint the check.
- Select Yes if the checks are printed correctly. This will close the Processed Payments window.
Process Supplier Remittance
- From the Supplier module , click Payments > Payment Run > Process. The Process Suggested Payments window will be displayed.
- Select Remittance as the payment method in the Payment Group field. The list of suggested supplier remittances will be displayed.
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- Select the remittances to be processed .Click Process Payments. The Processed Payments window will be displayed.
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- Click on Process and Print to process the remittances. The Print Dialog window will be displayed.
- Set the printing destination and click on Print button.
- Upon clicking Print, you will be prompted if the payments are printed correctly.
- Select NO if you want to go back to the Processed Payments window and reprint the supplier remittances.
- Select Yes if the supplier remittances are printed correctly. This will close the Processed Payments window.
Process Remittance and File
To complete the remittance and file, an ebanking CSV layout needs to be created for the bank account.
- From the Supplier module , click Payments > Payment Run > Process. The Process Suggested Payments window will be displayed.
- Select Remittance and File as the payment method in the Payment Group field. The list of suggested remittances will be displayed.
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- Select the remittances to be processed .Click Process Payments. The Processed Payments window will be displayed.
- Click on Generate Remittance File. A message prompt will be displayed indicating that the payments will be created and posted. Click Yes to confirm.
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- Upon confirming, a message prompt will be displayed indicating that the eBanking file is created. Click Yes to view the file, otherwise, click No.
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- Once the eBanking file is created, you can click on Abandon and Cancel button to close the Processed Payments window.
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Amend Suggested Payments
You can amend the information on the suggested payments before processing it. To do this,
- From the Supplier module, click on Payments > Payment Run > Edit. The Amend Suggested Payments window will be displayed.
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- Select the suggested payment to be amended.
- You can change the amount allocated for the payment by entering the preferred amount in the Allocate column.
- You can also reprint the selected suggested payment by clicking the Reprint button.
- Save the changes before closing the form.
View Processed Payments
- From the Supplier module, click on Payments > Find Payments. The Find Payment dashboard will be displayed.
- Click on the Supplier Payment History tab to view the list of processed payments.
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- Select a supplier payment from the list to display the Payment form.
- From the Payment form, you can click on the Allocate tab to view the payment allocation.
Reprint Processed Payments
If for some reasons the processed supplier payments are not printed correctly, you have the option to reprint it. You can reprint processed payment runs if there is an error in the printing of the payments after it has been processed and printed.
- From the Supplier module, click on Payments > Payment Run > History. The Processed Payments form will be displayed.
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- Set the date and payment method criteria to filter the payments.
- Once the results are generated, click on Re-Print button and the Print Dialog window will be displayed.
- Set your printing preferences and proceed with reprinting the payments.
View Abandoned and Cancelled Payments
- Form the Supplier module, click on Payments > Find Payments. The Find Payment dashboard will be displayed.
- Click on the Abandoned and Cancelled Payments tab to view the list.
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