Authorizing the pay batch

This page allows you to authorize the advance pay batch that is in “Fresh” status. Tell me more.

Select the “Apply Pay Amount” link at the bottom of the “Authorize Pay Batch” page.

The “Apply Pay Amount” page appears.

The system displays the following:

Pay Batch #	The number identifying the pay batch.
Status	The status of the pay batch which could be “Draft”, “Fresh” or “Returned”.

Modify the following information if required:

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.
Exchange Rate	The exchange rate used to calculate the base currency amount in case the pay currency is not the base currency (Decimal).

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:

Payment Route	The way in which the payment has to be made to the supplier, which could be “Bank” or “Cash”.
Pay Amount	The amount to be paid to the supplier in document currency.
Base Amount	The amount to be paid to the supplier in base currency.
Request Date	The date on which the pay batch is created.
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.

Bank/Cash #	The code identifying the bank or cash account
Description	The description of the bank or cash account.
Bank/Cash Currency	The code identifying the currency associated with the bank or cash account.
Bank/Cash Balance	The balance amount of the bank or cash account.

Modify the following fields in the “Bank Cash Information” multiline if required:

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:

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 fields:

Net Bank / Cash Balance	The net bank or cash balance available.
	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.
	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.
	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

The system displays the following:

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.
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 “Save” pushbutton to save the modifications made to 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 “Save and Authorize” pushbutton to save the modifications made to the pay batch and authorize it.
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 the suppliers are different.
If Pay currency 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”.
Click the “Return” pushbutton to return the pay batch.

Pay Batch Status Updation

The system updates the status of the pay batch to “Returned”.

Voucher Status Updation

The system updates the status of the payment voucher to “Returned”.

The system displays the following:

Created By	The login ID of the user who created the pay batch.
Created Date	The date on which the pay batch was created.
Last Modified By	The login ID of the user who last modified the pay batch.
Last Modified Date	The date on which the pay batch was last modified.

Authorizing the pay batch – An overview

You can retrieve the details of the amount to be paid in each of the currencies; the bank/cash codes for the currency and the current balance in the bank and modify these details. 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 updates the status of the pay batch to “Fresh”. The corresponding payment vouchers are also generated in the “Fresh” status.

This page also allows you to authorize the pay batch during the modification process. The system updates the status of the pay batch and the corresponding payment vouchers to “Requested”.

This page also allows you to return the pay batch when a major mistake is found in the pay batch creation process. The system updates the status of the pay batch to “Returned” and the status of the payment vouchers also to “Returned”. The system also stores the login ID of the user and the system date along with the modification details.