Selecting credit documents for pay batch creation

This page allows you to search for and select the credit documents based on which the pay batch is created. Tell me more.

Select the “Create Advanced Pay Batch” link under the “Supplier Payment” business component.

The “Select Credit Document” page appears.

Enter the following fields:

Pay Batch #

The unique code identifying the pay batch that is being created for making payments to the supplier (Alphanumeric 18). This number is generated and displayed by the system, when the “Create Pay Batch” or the “Create and Authorize Pay Batch” pushbutton is clicked. The number is displayed with the corresponding prefix and suffix of the numbering type selected in the “Numbering Type” field. The number is incremented from the last number available in the “Document Numbering Class” business component.

Note: This field must not be left blank if “Manual” has been selected in the “Numbering Type” field.

Pay Batch Numbering Type

Use the drop-down list box to select the numbering type of the login organization unit and the transaction type “Pay Batch”. The numbering types must have already been defined in the “Create Numbering Class” activity of the “Document Numbering Class” business component and must be in “Active” status. The system displays the numbering type set as default for the transaction in the “Document Numbering Class” business component.

The system displays the following:

Status	The status of the pay batch. The status of the pay batch is updated when the “Save Document Details” push button is clicked. It must be “Draft”.
	Draft – indicates that the pay batch has been newly created and cannot be authorized.

Enter the following fields:

Request Date	The date on which the pay batch is being created (Date Format). Mandatory. This date should not be later than the system date. The system date is displayed by default on launch of the page.
Finance Book	Use the drop-down list box to select the code identifying the finance book to which the transactions are posted. All the finance books that have been mapped to the login organization unit are available for selection in ascending order if postings can be made in multiple finance books. If postings can be made in a single finance book, the book that has been set as default in the “Set Function Defaults” activity of this business component will be displayed.
Voucher Numbering Type	Use the drop-down list box to select the numbering type of the login organization unit and the transaction type “Payment Voucher”. The numbering types must have already been defined in the “Create Numbering Class” activity of the “Document Numbering Class” business component and must be in “Active” status. The system displays the numbering type set as default for the transaction in the “Document Numbering Class” business component.

Enter the number identifying the pay group.

Pay Group #	The number identifying the pay group based on which the payment documents are retrieved (Alphanumeric 10). The value entered in this field must have been defined in the “Create Pay Group” activity of this business component.
	Help facility available

Click the “Apply Pay Group” pushbutton provided alongside to retrieve and display the pay group details.
Enter the following fields in the “Search Criteria” group box to search for a credit document. Data-entry into these fields is optional.

Document Type

Use the drop-down list box to select the type of documents for which the pay batch have to be created. 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 the page.

Note: 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.

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.
Priority	Use the drop-down list box to select the precedence that has been set for the pay batch. You can select from “High”, “Medium” and “Low”. The system displays “Medium” by default on launch of the page.
Pay Mode	Use the drop-down list box to select the mode in which the payment is to be made to the supplier. All the pay modes defined in the “Bank Cash Definition” business component will be available for selection. You can select from "Cash", “Check”, "Credit Card",“Demand Draft”, "Direct Credit","Direct Debit” and “EFT". The system displays “All” by default on launch of the page.
Document Currency	Use the drop-down list box to select the currency in which the document is transacted. All the active currencies, to which the “Supplier Payable Account” has been mapped in the “Account Rule Definition” business component, will be available for selection. The system displays “All” by default on launch of the page.
Finance Book	Use the drop-down list box to select the code identifying the finance book to which the transactions of the document are posted. All the finance books that have been mapped to the login organization unit are available for selection in ascending order if postings can be made in multiple finance books. The finance book that has been set as default in the “Set Function Defaults” activity of this business component will be displayed by default.
Supplier # From	The starting code in the range of codes identifying the supplier for whom the pay batch is to be created (Alphanumeric, 16). You can enter the code in full or specify it partially using the “*” character. The system retrieves and displays all the pay batches that have been created for the 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 code in the range of codes identifying the supplier for whom the pay batch is to be created (Alphanumeric, 16). You can enter the code in full or specify it partially using the “*” character. The system retrieves and displays all the pay batches that have been created for the 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", "Amount", "Maximize discount" or "Minimize penalty". The system displays “Doc #” by default on launch of the page.
Supplier Name	The name of the supplier for whom the pay batch is being created (Alphanumeric, 60).
Supplier Document #	The number identifying the document based on which the pay batch is created (Alphanumeric 18).
Pay To Supplier # From	The starting code in the range of codes 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 pay batches that have been created for 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 code in the range of codes 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 pay batches that have been created for the codes identifying the pay to suppliers similar to the value entered here.
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.

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.
Due Date From	The starting date in the range of dates on which the pay batch has to be paid (Date Format). The value entered in this field must be earlier than the system date and the date specified in the “To” field. The system date is displayed by default on launch of the page.
To	The ending date in the range of dates on which the pay batch has to be paid (Date Format). The value entered in this field must be earlier than the system date and later than the date mentioned in the “Due Date From” field.

Note: If a date is entered in the "Due Date From" field and the "To" field is left blank, the system will retrieve all the documents starting from the date entered in the " Due Date From" field and ending with the last date in the database.

If a date is entered in the "To" field and the " Due Date From" field is left blank, the system will retrieve all the documents starting from the first date in the database and ending with the last date specified in the "To" field.

Discount Date From	The starting date in the range of dates before which the discounts are applicable (Date Format). The value entered in this field must be less than the system date and the date entered in the “To” field. The system date is displayed by default on launch of the page.
To	The ending date in the range of dates before which the discounts are applicable (Date Format). The value entered in this field must be less than the system date and greater than the value entered in the “Discount Date From” field.
Forward Cover Applicable	Use the drop down list box to select whether forward cover is applicable or not for the pay batch. You can select from “No” or “Yes”. The system displays blank by default on launch of the page.

Click the “Get Documents” push button to retrieve the search results.

The system retrieves and displays the following in the “Search Results” multiline based on the search criteria entered:

Credit Document #	The number identifying the credit documents based on which the pay batch is created. This value could be the invoice number, credit note number or the receipt credit note number.
Credit Document Currency	The code identifying the currency in which the credit document has been transacted which could be the invoice currency, the credit note currency or the receipt note currency.

Note: The currencies of all the credit documents are listed against each row in the multiline. These currencies are then populated in the “Pay Currency” field of the “Payment Information” group box.

Present Outstanding Amount

The amount that is due for payment.

Enter the following field in the “Search Results” multiline:

Transaction Amount

The transaction amount of the document (Decimal). Mandatory. The value entered in this field must be less than the present outstanding amount. The system defaults the present outstanding amount in this field.

The system displays the following:

Due Date

The date on or before which the payment has to be made.

Enter the following field in the “Search Results” multiline:

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 "Cash", “Check”,"Credit Card", “Demand Draft”, "Direct Credit",“Direct Debit” and “EFT”. The system displays “All” by default on launch of the page.

The system displays the following:

Proposed Discount

The discount amount that has been mentioned in the credit document based on the pay term. The value displayed in this field is the difference between the discount specified in the credit document and the discount that has already been availed.

Enter the following field in the “Search Results” multiline:

Applied Discount

The actual amount that has to be discounted from the amount to be paid if payment is made before the due date (Decimal). The value entered in this field must be less than the proposed discount amount. The system defaults the proposed discount amount.

Note: Values in this field can be modified only when the “Allow Modification of Discount” field has been set to “Yes” in the “Set Function Defaults” activity of this business component.

If the pay date is greater than the discount date and discount availed earlier is equal to the credit document discount amount then the discount amount is zero.

The system displays the following in the “Search Results” multiline:

Proposed Penalty	The amount to be paid as a penalty that has been mentioned in the credit document based on the pay term.
	This amount is calculated as the product of the transaction amount and the penalty percentage per day.

Enter the following field in the “Search Results” multiline:

Applied Penalty

The actual amount that has to be paid as a penalty if payment is made later than the due date (Decimal). The value entered in this field must be less than the proposed penalty amount. The system defaults the proposed penalty amount.

Click the “Recompute Discount/Penalty” push button to recalculate the discount or the penalty amount.

The system calculates and displays the following:

Tran Net Amount	The net transaction amount of the credit document. This amount must be greater than zero. This amount is calculated as the sum of the transaction amount and the discount amount or the difference between the transaction amount and the penalty amount.
Credit Doc Amount	The transaction amount of the credit document based on the latest generated pay schedule.
Supplier #	The code identifying the supplier for whom the pay batch is created.
Supplier Name	The name of the supplier.
Supplier Document #	The number identifying the document sent by the supplier for payment which could be an invoice, a credit note or a receipt credit note.
Pay to Supplier #	The code identifying the supplier to whom the payment is made.
Pay To Supplier Name	The name of the supplier to whim the payment is made.
Document Type	The type of document for which the pay batch is created. It could be “Expense Invoice”, “Order Based Invoice”, “Account Based Credit Note” or “Receipt”.

Note: The option “Order Based Invoice” would mean a Supplier order based invoice as well as a Supplier repair invoice.

Enter the following details in the “Payment Information” group box:

Pay Date	The date on which the pay batch has to be paid (Date Format). Mandatory. This date must be equal to or later than the system date. The system is defaulted at the launch of the page.
Pay Currency	Use the drop-down list box to select the currency in which the payment has to be made. All the document currencies along with the base currency will be available for selection.
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).

Electronic Payment	Use the dropdown list box to set whether the payment is to be made through electronic payment mode. You can select from “Yes” or “No”.
	“Yes” - indicates that the payment is through the swiss electronic payment mode.
	“No” - indicates that the payment mode is a not through swiss electronic payment mode.
	The system displays “No” by default on launch of the page.

Note: If the “Swiss Pay Applicable” parameter has been set to “Yes” in the “Company Parameter Setup” business component, then the system lists “Yes” in the “Electronic Payment” field.

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.

Note: If “Bank” is selected in the “Payment Route” field then you can select from “Check”, “Demand Draft”, “Credit Card” and “Direct debit”.

If “Cash” is selected as the “Payment Route” then only “Cash” will be available for selection.

Payment Mode

Note: If the “Payment Mode” is “EFT” and the parameter ” Generate EFT based on the Supplier Bank Type” field is set as “Yes” in “Electronic File Generation” group box in “Bank Cash Definition” business component , the system generates separate pay vouchers for each Supplier, Pay-to Supplier, Pay Mode and Bank Type combinations,

If the “Payment Mode” is “EFT” and the parameter “ Generate EFT based on the Supplier Bank Type” field is set as “No” in “Electronic File Generation” group box in “Bank Cash Definition” business component, the system generates separate pay vouchers only for each Supplier, Pay-to Supplier and Pay Mode combinations.

If the parameter “Generate EFT based on the Supplier Bank type” field is left “blank” in “Electronic File Generation” group box in “Bank Cash Definition” business component, then the “Payment Mode” cannot be “EFT”

Payment Release Point	Use the drop-down list box to select the organization unit from which the payment has to be released. The system lists all the organization units, which are mapped to the login organizational unit. The system displays the payment release point set as default in the “Set Function Defaults” activity of this business component on launch of the page.
Priority	Use the drop-down list box to set the precedence to be given for the payment. You can select from “High”, “Medium” or “Low”. The system displays the priority as “Medium” by default on launch of the page.
Remarks	Any observations to be noted regarding this payment (Alphanumeric, 40).
	Zoom facility available.

Click the “Save Document Selection” pushbutton to save the credit document details.

The system ensures the following if the selected documents are “Forward Cover Applicable” documents,

Credit document currency and Pay currency must be same.
Credit document currency must be same for all selected documents
Payment exchange rate and credit documents exchange rate is same.

Retrieve bank details

The system the details of the bank for every pay currency that has been specified in the credit document.

Status Updation

The system saves the pay batch details and updates the status of the pay batch to “Draft”.

To proceed, carry out the following

Select the “Apply Pay Amount” link at the bottom of the page to apply the pay amount for each pay currency of the credit documents and create the advanced pay batches.
Select the “Edit Pay Batch” link at the bottom of the page to modify the pay batch that has been created.
Select the “Expense Invoice” link at the bottom of the page to view the details of the expense invoice.
Select the “Edit Electronic Payment Information’ link to modify the details of the payment reference and payment instructions.

Note: You can launch this link, only if the mode of payment is “EFT” and the status of the “Pay Batch #” is other than “Authorized”.

Select the “Order Based Invoice” link at the bottom of the page to view the details of the order based invoice.
Select the “Account Based Credit Note” link at the bottom of the page to view the details of the account based credit note.
Select the “Receipt” link at the bottom of the page to view the details of the receipt that has been issued for the payment made.

Selecting credit documents for pay batch creation – An overview

You can create a pay batch based on one or more credit documents, which can be a credit note, receipt credit note or an invoice. You can search and select a credit document based on search criteria like the supplier details, the amount to be paid, the discount amount and the date on which the payment is due. Credit documents in different currencies can be selected to create a pay batch.

The payment vouchers are then generated for the supplier based on the pay batch details. These vouchers are sent to the “Release Payment” business component for payment issue. You can generate a unique number identifying the pay batch by specifying a numbering type or you can manually enter it. You can also specify the numbering type for the numbers identifying the payment vouchers that get generated based on the pay batch.

This page also allows you to make payments to a supplier or based on a pay group. You can specify a number identifying the pay group and apply it over the pay batch. If payment is made to a supplier then the supplier details can be entered in this page. This page also allows you to enter the payment information like the method and mode of payment, the currency details etc.

You can save the document details selected and these details can be used further to specify the bank/cash information for each pay currency listed in the credit document.

Prerequisites

Mandatory

“Finance Book” must have been defined in the “Create Finance Book” activity of the “Organization Setup” business component.
“Currency” must have been defined in the “Organization Setup” business component.
“Numbering Type” must have been defined in the “Create Numbering Class” activity of the “Document Numbering Class” business component.
“Bank/Cash #” must have been defined in the “Create Bank/Cash Details” activity of the “Bank Cash Definition” business component.
“Analysis #” and “Sub Analysis #” must have been defined in the “Create Analysis Code” and “Create Sub Analysis Code” activities of “Account Based Budget” business component.
“Exchange Rate” must have been defined in the “Create Exchange Rate” activity of the “Exchange Rate” business component for the appropriate currency combinations.
If the credit document is an order based invoice, “Credit Document #” must have been defined in the “Create Order Based Invoice” activity of the “Supplier Order Based Invoice” business component.
If the credit document is a repair invoice, then “Credit Document #” must have been defined in the “Create Invoice” activity of the “Supplier Repair Invoice” business component.
If the credit document is a debit credit note, “Credit Document #” must have been defined in the “Create Account Based Note” activity of the “Supplier Debit Credit Note” business component.
If the credit document is a direct invoice, “Credit Document #” must have been defined in the “Create Direct Invoice” activity of the “Supplier Direct Invoice” business component.
Functional defaults values must have been set in the “Set Function Defaults” activity of this business component.

Optional

At least one purchase order must have been defined in the “Create Purchase Order” activity of the “Purchase Order” business component.

What you can do in this page

Specify Document Type

Prioritizing the supplier payments

Sorting the credit documents

Set the route of payment

Set the mode of payment

Retrieving document details

Associating pay groups

Computing discount or penalty

Specify Document Type

You can specify the different types of credit documents for which the pay batch is created.

Set the “Document Type” field to “Expense Invoice” if the pay batch is created based on an expense invoice.
Set the “Document Type” field to “Order Based Invoice” if the pay batch is created based on an order based invoice.
Set the “Document Type” field to “Order Based Invoice” if the pay batch is created based on a repair invoice.
Set the “Document Type” field to “Account Based Credit Note” if the pay batch is created based on an account based credit note.
Set the “Document Type” field to “Receipts” if the pay batch is created based on a supplier receipt.

Prioritizing the supplier payments

You can set the precedence of the payment made to the supplier from the pay batch. The payment can carry a “High”, “Medium” or “Low” priority.

Select the “Low” option in the “Priority” field if you want the transaction precedence to be low.
Select the “Medium” option in the “Priority” field if you want the transaction precedence to be medium.
Select the “High” option in the “Priority” field if you want the transaction precedence to be high.

Sorting the credit documents

You can sort the credit documents based on which the pay batch is created, on parameters like the document number, document type, amount to be paid, date of payment and the supplier to whom the payment is made.

Set the “Sort By” field to “Doc #” if the credit documents have to be sorted based on the document numbers.
Set the “Sort By” field to “Doc Type” if the credit documents have to be sorted based on the type of the document.
Set the “Sort By” field to “Amount” if the credit documents have to be sorted based on the amount to be paid.
Set the “Sort By” field to “Date” if the credit documents have to be sorted based on the date on which the payment has to be made.
Set the “Sort By” field to “Supplier” if the credit documents have to be sorted based on the supplier to whom the payment is made.

Set the route of payment

You can mention the route of making payments to the supplier.

Select the payment route to be “Bank” if the payment to the supplier is made through a bank account in the “Payment Route” field.
Select the payment route to be “Cash” if the payment to the supplier is made through cash in the “Payment Route” field.
Select the payment route to be “PTT” if the payment to the supplier is made through PTT in the “Payment Route” field.

Set the mode of payment

You can mention the mode of making payments to the supplier.

Select the pay mode to be “Cash” in the “Pay Mode” field if the payment route is “Cash”.
Select the pay mode to be “Demand Draft”, “Credit Card” or “Direct Debit” in the “Pay Mode” field if the payment route is “Bank”.

Retrieving document details

You can search and select for a credit document based on which the pay batch is created. You can specify a set of search criteria to retrieve the document details.

Specify the search criteria in the “Search Criteria” group box.
Click the “Get Documents” pushbutton to retrieve the details.

The system displays all the information in the “Search Results” multiline.

Associating pay groups

Instead of a supplier, you can make payments to a pay group. In this page you can apply a pay group for whom the pay batch will get created.

Specify the number identifying the pay group in the “Pay Group #” field.
Click the “Apply Pay Group” pushbutton to associate the pay group.

Computing discount or penalty

You can calculate the discount or penalty over the payment made to the supplier. Discounts are applicable if the payment is made before the due date. Penalties are levied when the payment is made after the due date.

Specify the discount details in the “Search Results” multiline.
Specify the penalty details in the “Search Results” multiline.
Click the “Recompute Discount/Penalty” pushbutton to calculate the actual discount or penalty.