Modifying advanced pay batches

This page allows you to modify the advanced pay batch that is in “Draft” status. You can modify the bank or cash account details through which the payment is made. Tell me more.

• Select the “Apply Pay Amount” link at the bottom of the “Edit Document Selection” page.

The “Edit Applied Amount” page appears.

The system displays the following:

•  Modify the following fields if required:

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:

• 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.

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

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:

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:

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:

• 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 pay currencies are different

• If  the suppliers 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 “Delete” pushbutton to delete the pay batch.

Pay Batch Status Updation

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

Voucher Status Updation

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

The system displays the following:

To proceed, carry out the following

• Select the “Payment Information” link at the bottom of the page to modify the payment information of the payment vouchers.

• Select the “Accounting Information” link at the bottom of the page to view the account posting details.

• Select the “Payment Voucher” link at the bottom of the page to view the pay batch details.

Modifying advanced pay batches – 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 delete the pay batches that are no longer required. The system updates the status of the pay batch and the corresponding payment vouchers to “Deleted”. The system also stores the login ID of the user and the system date along with these details.