Authorizing the pay batch

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

Select the “Authorize Pay Batch” link from the “Select Pay Batch” page.

The “Authorize Pay Batch” page appears.

The system displays the following:

Pay Batch #	The number identifying the pay batch.
Status	The status of the pay batch which has to be “Fresh”.

Modify the following fields if required:

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.

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.

Modify the number identifying the pay group.

Pay Group #	The number identifying the pay group based on which 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

Select 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 credit documents for which the pay batch have to be created. You can select from “Expense Invoice”, “Order Based Invoice”, “Account Based Credit Note”, “Receipt”, or “All”. The system displays “All” by default on launch of the page.

Note: The value “Prepayment Invoice” is loaded in this field only when “Swiss Pay Mode Applicable” parameter has been set to “Yes” at the company level, that is, electronic payments can be made.

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

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. 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 Accounts” have been mapped in the “Account Rule Definition” business component, will be available for selection. The system displays the base currency 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. 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. The system displays “All” by default on launch of the page.
Supplier # From	The starting code in the range of codes identifying the supplier for whom the pay batch has been 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 has been 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".
	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.
	Maximize Discount - indicates that the results are sorted based on the largest discount value.
	Minimize Penalty - indicates that the results are sorted based on the smallest penalty value.
	The system displays “Doc #” by default on launch of the page.
Supplier Name	The name of the supplier for whom the pay batch has been created (Alphanumeric, 60).
Supplier Document #	The number identifying the document for which the pay batch has been 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 "From" field and the "To" field is left blank, the system will retrieve all the documents starting from the date entered in the "From" field and ending with the last date in the database.

If a date is entered in the "To" field and the "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.

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 has been 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.
Present Outstanding Amount	The amount that is due for payment.

Modify the following field if required:

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 displays the following:

Due Date

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

Modify the following field if required:

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 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.

Modify the following field if required:

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.

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.

Modify the following field if required:

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.

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 has been 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 whom the payment is made.
Document Type	The type of document for which the pay batch has been created. It could be “Expense Invoice”, “Order Based Invoice”, “Account Based Credit Note” or “Receipt”.

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

The system calculates and displays the following:

Total Pay Amount (Tran)	The total amount to be paid to the supplier in transaction currency. This value is the sum total of all the transaction amounts in the multiline.
Total Pay Amount (Base)	The total amount to be paid to the supplier in base currency. This value is the product of the total transaction amount in transaction currency and the exchange rate.

Modify the following fields in the “Payment Information” group box if required:

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.
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).

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.

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”.

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

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”.

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”.

Pay Charges By	Use the drop-down list box to set whether the charges incurred while making a payment by demand draft will be borne by the company or the payee. You can select from “By Payee” or “By Company”.
	By Payee – indicates that the charges incurred will be borne by the payee to whom the payment is being made.
	By company – indicates that the charges incurred will be borne by the login company that makes the payment.

Note: The pay charges are applicable only when the pay mode has been selected as “Check”, “Demand Draft” or “Direct Debit”.

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 alphabetical order.

The system displays the following in the “Payment Information” group box:

Description

The description of the bank/cash/PTT code.

Modify the following fields in the “Payment Information” group box if required:

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.
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”.
Remarks	Any observations to be noted regarding this payment (Alphanumeric, 40).
	Zoom facility available.

Click the “Edit Pay Batch” to modify 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 “Edit and Authorize Pay Batch” to modify and authorize 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 the suppliers are different.
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 Pay Batch” to return the pay batch before authorization.

Pay Batch Status Updation

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

Voucher Status Updation

The system also updates the status of the payment vouchers 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.

To proceed, carry out the following

Select the “Edit Pay Group” link at the bottom of the page to modify the pay group details.
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.
Select the “Expense Invoice” link at the bottom of the page to view the details of the expense invoice.
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.

Authorizing the pay batch – An overview

You can modify the pay batch details like the finance book to which the postings are made, the credit document details and the payment details like the payment currency, the route and method of payment, the organization unit at which the payment is made and the priority of the payment during the authorization process. You can also retrieve the credit document details and calculate the discount or penalty over the amount due. The system updates the status of the pay batch to “Requested” and the status of the payment vouchers also to “Requested” upon authorization. Any further modifications cannot be done to the pay batch.

This page also allows you to return a pay batch during the authorization process. The system updates the status of the pay batch and the corresponding payment vouchers to “Returned”. The system also stores the login ID of the user and the system date along with the authorization details.