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This page allows you to specify the bank, cash or PTT account details through which the payment has to be made. Tell me more.
Select the “Apply Pay Amount” link present at the bottom of the “Select Credit Document” page.
The “Apply Pay Amount” page appears.
The system displays the following:
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Pay Batch # |
The number identifying the pay batch. |
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Status |
The status of the pay batch which is “Draft”. The system updates the value of this field to “Fresh” or “Returned” when the “Create Pay Batch” or the “Create and Authorize Pay Batch” pushbutton is clicked. |
Enter the following fields:
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Pay Currency |
Use the drop-down list box to select the code identifying the currency in which the payment is made to the supplier. All the pay currencies of the credit documents associated with the pay batch are available for selection. The system displays the first value by default on launch of the page. |
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Exchange Rate |
The exchange rate used to calculate the base currency amount in case the pay currency is not the base currency (Decimal). The system defaults the exchange rate of the pay currency entered. |
Note: The exchange rate must not exceed the tolerance limit or the tolerance percentage (which ever is applicable) defined in the “Create Exchange Rate” activity of the “Exchange Rate” business component.
If the pay currency is the same as the base currency of the company then the exchange rate is “1”. The system displays “1” (one).
The system displays the following:
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Payment Route |
The way in which the payment has to be made to the supplier, which could be “Bank” or “Cash”. |
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Pay Amount |
The amount to be paid to the supplier in document currency. |
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Base Amount |
The amount to be paid to the supplier in base currency. |
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Request Date |
The date on which the pay batch is created. |
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Pay Date |
The date on which the payment is due. |
Click the “Get Bank/Cash Information” pushbutton to retrieve bank/cash details of the selected pay currency.
The system retrieves the following bank/cash information and displays then in the “Bank Cash Information” multiline.
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Bank/Cash # |
The code identifying the bank, cash or PTT account |
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Description |
The description of the bank or cash account. |
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Bank/Cash Currency |
The code identifying the currency associated with the bank or cash account. |
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Bank/Cash Balance |
The balance amount of the bank or cash account. |
Enter the following field in the “Bank Cash Information” multiline:
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Applied Pay Amount |
The amount to be paid as per the document (Decimal). Mandatory. The pay amount can be distributed amongst various bank accounts. Applied pay amount must be equal to the pay amount of the document. |
Note: A non-base currency amount can be applied against the base currency bank account or in the same currency bank account.
If the Pay type is "Cash", check if the amount has been applied in the applied amount in pay currency multiline column against the same currency cash account
The system displays the following:
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Applied Base Amount |
The amount in base currency. If the pay currency is the base currency, then applied base amount is the applied pay currency amount. If the pay currency is not the base currency, then applied base amount is the product of exchange rate and the applied pay currency amount. |
Note: Applied Base Amount must be less than or equal to bank / cash balance, if the pay currency is not the same as bank / cash currency.
Total applied amount in the pay currency must be equal to the pay amount in the header
A non-base currency amount can be applied against the base currency bank account or in the same currency bank account
Click the “Get Net Balance” pushbutton to retrieve the account balance.
The system retrieves and displays the following:
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Net Bank / Cash Balance |
The net bank or cash balance available. |
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If the pay currency is the base currency, then the net bank / cash balance is the difference between the bank / cash balance and applied amount in pay currency. |
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If the pay currency is not the base currency and the bank / cash currency is the base currency, then the net bank / cash balance is the difference between the bank / cash balance and applied amount in base currency. |
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If the pay currency is not the base currency and the bank / cash currency is not the base currency, then the net bank / cash balance is the difference between the bank / cash balance and applied amount in pay currency. |
Note: Atleast a single row of bank / cash currency multiline column, applied pay amount multiline column has to be filled in.
Click the “Apply Pay Amount” pushbutton to apply the payment amount.
The system displays the following:
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Total Applied Amount (Tran) |
The total applied amount in pay currency which is the sum total of all the applied pay amount in pay currency of the multiline. |
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Total Applied Amount (Base) |
The total applied amount in base currency which is the sum total of all the applied amount in base currency of the multiline. |
Click the “Create Pay Batch” pushbutton to create the pay batch.
Pay Batch Status Updation
The system updates the status of the pay batch to “Fresh”.
Voucher Status Updation
The system updates the status of the payment voucher to “Fresh”.
Click the “Create and Authorize Pay Batch” pushbutton to create the pay batch.
The system allows only certain users to authorize the payment vouchers that use “Manual Checks” or “Direct Debit” as the pay mode, which are identified by an unique numbering type. These users will not be able to authorize payment vouchers for which system generated automatic checks are applicable.
Pay Batch Status Updation
The system updates the status of the pay batch to “Requested”.
Payment Voucher Creation
Multiple Payment vouchers are created from a Pay Batch based on the following criteria
If the pay to supplier selected in a pay batch are different.
If the modes of payment are different.
If pay currencies are different.
If payment is to be made through different Bank or Cash codes
If the pay mode is electronic and the payment method used is “Specific Bank”
If payment voucher is created based on a pay group and grouped by number of vouchers, then multiple payment voucher are created, provided the number of credit documents selected is greater than the number of vouchers specified
If payment voucher is created based on pay group and grouped by pay amount then multiple payment vouchers are created based on the maximum limit specified
Voucher Status Updation
The system updates the status of the payment voucher to “Requested”.
The system displays the following:
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Created By |
The login ID of the user who created the pay batch. |
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Created Date |
The date on which the pay batch is created. |
To proceed, carry out the following
Select the “Payment Information” link at the bottom of the page to view the payment details.
Select the “Edit Pay Batch” link at the bottom of the page to modify the advanced pay batch that has been created.
Select the “Accounting Information” link at the bottom of the page to view the account posting details of the pay batch.
Select the “Payment Vouchers” link at the bottom of the page to view the pay batch.
Creating advanced pay batch – An overview
You can retrieve the details of the amount to be paid in each of the currencies; the bank/cash/PTT codes for the currency and the current balance in the bank. You can also retrieve the net balance of the bank or the cash account.
The bank/cash details for every pay currency are used to calculate the total amount to be paid to the supplier in base currency and transaction currency. Payment vouchers are then generated based on these details. The system creates the pay batch in “Fresh” status. The corresponding payment vouchers are also generated in the “Fresh” status.
This page also allows you to authorize the pay batch during the creation process. The system updates the status of the pay batch and the corresponding payment vouchers to “Requested”. The system also stores the login ID of the user and the system date along with the creation details.