Creating pay group

This page allows you to create a pay group. Tell me more.

Select the “Create Pay Group” link present under the “Supplier Payment” business component.

The “Create Pay Group” page appears.

Enter the following fields:

Pay Group #	The unique number identifying the pay group (Alphanumeric, 10). Mandatory.
Description	A brief description of the pay group that is being created (Alphanumeric, 150). Mandatory.
	Zoom facility available.

The system displays the following:

Status

The status of the pay group, which should be “Active”. The system displays the status when the “Create Pay Group” pushbutton is clicked.

Enter the following fields in the “Date Criteria” group box:

Date Option	Use the drop-down list box to select the pattern in which the payments can be made. You can select from "Date Range", "Financial Year", "Financial Period", "Month", "Fortnight" or "Week".
	Date Range – indicates that the payment is made between a range of dates specified.
	Financial Year – indicates that the payment is made once in a financial year.
	Financial Period – indicates that the payment is made once in every financial period.
	Month – indicates that the payment is made once in every month.
	Fortnight – indicates that the payment is made once in every 15 days.
	Week – indicates that the payment is made once in every week.
	The system displays “Date Range” by default on launch of the page.
Pay Through Date	Use the drop-down list box to select the date on which the payment can be made. You can select from “Transaction Date”, “Discount Date” or “Due Date”.
	Transaction Date – indicates that the payment can be made on the date of transaction.
	Discount Date – indicates that the payment is made on the date on which the document was or can be discounted.
	Due Date – indicates that the payment can be made on the date on which it is due.
	The system displays “Due Date” by default on launch of the page.
Financial Year	Use the drop-down list box to select the financial year in which the payment is made. The system displays “Blank” by default on launch of the page.

Note: This field should not be left blank if “Financial Year” has been selected in the “Date Option” field.

Financial Period

Use the drop-down list box to select the financial period in which the payment can be made. The system displays “Blank” by default on launch of the page.

Note: This field should not be left blank if “Financial Period” has been selected in the “Date Option” field.

Year #

The calendar year in which the payment can be made. The system displays “Blank” by default on launch of the page.

Note: This field should not be left blank if “Month” or “Fortnight” has been selected in the “Date Option” field.

Month

Use the drop-down list box to select the month in which the payment can be made. You can select from the 12 months of the year. The system displays “Blank” by default on launch of the page.

Note: This field should not be left blank if “Month” or “Fortnight” has been selected in the “Date Option” field.

Fortnight

Use the drop-down list box to select the fortnight in which the payment can be made. You can select from “First” or “Second”. The system displays “Blank” by default on launch of the page.

Note: This field should not be left blank if “Month” or “Fortnight” has been selected in the “Date Option” field.

Week #

Use the drop-down list box to select the week in which the payment can be made. You can select from week numbers 1 to 54. The system displays “Blank” by default on launch of the page.

Note: This field should not be left blank if “Financial Year” or “Week” has been selected in the “Date Option” field.

Date From	The starting date in the range of dates on which the payment has to be made (Date Format).
To	The ending date in the range of dates on which the payment has to be made (Date Format).

Note: The “Date From” and “To” fields should not be left blank if “Date Range” has been selected in the “Date Option” fields.

Enter the following in the “Document Criteria” group box:

Electronic Payment

Use the drop-down list box to specify whether electronic payments are applicable. You can select from “Yes” or “No”. The system displays “No” by default on launch of the page.

Note: This field will be populated with “Yes” and “No” values only if the “Swiss Pay Applicable” has been set to “Yes” at the company level.

Supplier Group	Use the drop-down list box to select the supplier groups for whom the payment is to be made. The system lists all the active supplier groups as defined in the “Account Group” business component. The system also lists the option “ALL”. The system sets this field to “ALL” by default.
Finance Book	Use the drop-down list box to select the code identifying the finance book to which the transactions must be posted. All the finance books that have been mapped to the login organization unit will be available for selection in the ascending order if postings can be made in multiple finance books. If postings can be made only in one finance book then the book that has been set as default will be displayed.
Supplier # From	The starting number in the range of numbers identifying the supplier to whom the payment is made (Alphanumeric, 16). You can enter the code in full or specify it partially using the “*” character. The system retrieves and displays all codes identifying the suppliers similar to the value entered here.

Note: The value entered in this field must be the same or lesser than the value entered in the “To” field.

To	The ending number in the range of numbers identifying the supplier to whom the payment is made (Alphanumeric, 16). You can enter the code in full or specify it partially using the “*” character. The system retrieves and displays all codes identifying the suppliers similar to the value entered here.
Sort By	Use the drop-down list box to select the order in which the results have to be displayed in the multiline. You can select from "Doc #", "Doc Type", "Supplier", "Date" or "Amount".
	Doc # - indicates that the results are sorted based on the number identifying the document.
	Doc Type - indicates that the results are sorted based on the type of document.
	Supplier - indicates that the results are sorted based on the code identifying the supplier.
	Date - indicates that the results are sorted based on the document date.
	Amount - indicates that the results are sorted based on the document amount.
	The system displays “Doc #” by default on launch of the page.
Pay To Supplier # From	The starting number in the range of numbers identifying the supplier to whom the payment is made (Alphanumeric, 16). You can enter the code in full or specify it partially using the “*” character. The system retrieves and displays all the codes identifying the pay to suppliers similar to the value entered here.

Note: The value entered in this field must be the same or lesser than the value entered in the “To” field.

To	The ending number in the range of numbers identifying the supplier to whom the payment is made (Alphanumeric, 16). You can enter the code in full or specify it partially using the “*” character. The system retrieves and displays codes identifying the pay to suppliers similar to the value entered here.
Document Currency	Use the drop-down list box to select the currency in which the document is transacted. All the active currencies will be available for selection. The system displays “All” by default on launch of the page.
Amount From	The starting amount in the range of amounts that has to be paid to the supplier (Decimal). The value entered in this field must be greater than zero.

Note: The amount entered in this field must be the same or lesser than the amount entered in the “To” field.

Amount To	The ending amount in the range of amounts that has to be paid to the supplier (Decimal). The value entered in this field must be greater than zero.
Pay Mode	Use the drop-down list box to select the mode in which the payment is to be made to the supplier. You can select from “Check”, “Demand Draft”, “Direct Debit” and “Cash”. The system displays “Check” by default.
Document Priority	Use the drop-down list box to select the precedence for the document. You can select from “High”, “Medium”, “Low” or “All”. The system displays “All” by default on launch of the page.
Supplier Priority	Use the drop-down list box to select the precedence for the supplier. You can select from “High”, “Medium”, “Low” or “All”. The system displays “All” by default on launch of the page.

Enter the following fields in the multiline:

Billing Point

Use the drop-down list box to select the organization unit at which invoices can be created. All the organization units, at which the “Supplier Direct Invoice”, “Supplier Order Based Invoice”, “Supplier Repair Invoice”, “Supplier Prepayment Invoice”, “Supplier Debit Credit Note” and “Supplier Receipts” business components have been deployed, will be available for selection in ascending order, along with blank. The system displays “Blank” by default on launch of the page.

Document Type

Use the drop-down list box to select the type of documents for which the payment is made. You can select from “Supplier Repair Invoice”, “Account Based Credit Note” , “Item based Credit Note”, “Item Invoice”,”Transfer Credit Note”, “Expense Invoice”, “Order Based Invoice”, “ Delivery Charges Invoice”, “Receipt”, “Prepayment Invoice”or “All”. The system displays “All” by default on launch of page

If “Order Based Invoice” is selected in this field, then the system retrieves both Supplier order based as well as Supplier repair invoices.

Only if the “Electronic Payment” field is set as “Yes”, the system loads the “Prepayment Invoice” as one of the values in the “Document Type” drop down list.

From #

The starting credit document number (Alphanumeric, 18).

Note: The value entered in this field should be less than the value entered in the “To No” field.

To #

The starting credit document number (Alphanumeric, 18).

Enter the following in the “Voucher Creation Criteria” group box:

Payment Route	Use the drop-down list box to select the way in which the payment has to be made to the supplier. You can select from “Bank” or “Cash”. The system displays “Bank” by default on launch of the page.
Bank/Cash #	Use the drop-down list box to select the code identifying the bank, cash or PTT accounts. These codes must have been defined in the “Create Bank / Cash Details” activity of the “Bank Cash Definition” business component and must be in the “Active” status. The bank / cash / PTT codes created in the login organization unit will be available for selection in the alphabetical order.

The system displays the following:

Description

A brief description pertaining to the bank, cash or PTT account.

Enter the following in the “Voucher Creation Criteria” group box:

Pay Mode	Use the drop-down list box to select the mode in which the payment is to be made to the supplier. You can select from “Check”, “Demand Draft”, “Direct Debit” and “Cash”. The system displays “Check” by default on launch of the page.
Default Credit Document Pay Mode	Check this box if you want to retain the original pay mode of the document.

Note: If this check box is checked, the “Pay Mode” field should be left “Blank”.

Group By	Use the drop-down list box to select the way in which the payment has to be grouped. You can select from “Number of Vouchers” or “Amount”. The system displays “Blank” by default on launch of the page.
# of Vouchers	The number of vouchers to be grouped (Integer). The value entered in this field should be greater than zero.

Note: This field should not be left blank if “Number of Vouchers” has been selected in the “Group By” field.

Maximum Voucher Amount

The maximum amount based on which the payment is grouped (Decimal). The value entered in this field should be greater than zero.

Note: This field should not be left blank if “Amount” has been selected in the “Group By” field.

Click the “Create Pay Group” pushbutton to create the pay group.

The system saves the pay group details.

Status Updation

The system updates the status of the pay group to “Active”.

The system displays the following:

Created By	The login ID of the user who created the pay group.
Created Date	The date on which the pay group is created.

To proceed, carry out the following

Select the “Edit Pay Group” link at the bottom of the page to modify the pay group.

Prerequisites

Mandatory

“Finance Book” must have been defined in the “Create Finance Book” activity of the “Organization Setup” business component.
“Currencies” must have been mapped to the “Supplier Payables accounts” defined in the “Create Supplier Account Definition” activity of the “Account Rule Definition” business component.
“Supplier #” must have been defined in the “Create Supplier” activity of the “Supplier” business component.
“Bank / Cash #” must have been defined in the “Create Bank/Cash Details” activity of the “Bank Cash Definition” business component.

Optional

“Swiss Pay Applicable” must be set to “Yes” in the “Set Common Parameters” activity of the “Company Parameter Setup” business component

What you can do in this page

Categorizing payment pattern

Specifying payment date

Setting document precedence

Setting supplier precedence

Defaulting document pay mode

Grouping vouchers

Categorizing payment pattern

The pattern in which the payment has to be made to the supplier can be categorized.

Select the “Date Range” option from the “Date Option” field to make payments in a range of dates.
Select the “Financial Year” option from the “Date Option” field to make payments once in a financial year.
Select the “Financial Period” option from the “Date Option” field to make payments once in a financial period.
Select the “Month” option from the “Date Option” field to make payments once in a month.
Select the “Fortnight” option from the “Date Option” field to make payments once in every 15 days.
Select the “Week” option from the “Date Option” field to make payments once in a week.

Specifying payment date

You can specify the date on which the payment can be made.

Select the “Transaction Date” option from the “Pay Through Date” field to make payments on the date of transaction.
Select the “Discount Date” option from the “Pay Through Date” field to make payments on the date on which the document can be discounted.
Select the “Due Date” option from the “Pay Through Date” field to make payments on the due date.

Setting document precedence

You can set the document precedence for the payment.

Select the “High” option from the “Document Priority” field to set high priority for the payments.
Select the “Medium” option from the “Document Priority” field to set medium priority for the payments.
Select the “Low” option from the “Document Priority” field to set low priority for the payments.

Setting supplier precedence

You can set the supplier precedence for the payment.

Select the “High” option from the “Supplier Priority” field to set high priority for the supplier.
Select the “Medium” option from the “Supplier Priority” field to set medium priority for the supplier.
Select the “Low” option from the “Supplier Priority” field to set low priority for the supplier.

Defaulting document pay mode

The mode in which payment is made to the supplier can be defaulted with the pay mode that has been specified in the credit document.

Check the “Default Credit Document Pay Mode” check box to default the pay mode.

Grouping vouchers

Vouchers created for payment can be grouped based on the number of vouchers or the amount specified for payment.

Select the “# of Vouchers” option from the “Group By” field to group vouchers based on their number.
Select the “Amount” option from the “Group By” field to group vouchers based on the amount to be paid.