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PROCESS PAYMENT

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On this tab the following fields can be viewed:

 

hmtoggle_plus0Base Apply

This field will display the summed amount of the selected invoices in the base currency.

hmtoggle_plus0Base Available

This field will display the amount available for settling according to the selected bank transaction. This amount is specified in the base currency.

hmtoggle_plus0Total Base Apply ( incl fluct)

This field will display the summed amount of the selected invoices in the base currency.  It includes the fluctuation amount.

hmtoggle_plus0Total Fluctuation Base

This field shows the total of all records where the settlement amount and invoice amount differ due to currency rate changes.  If the default rate as on the currency conversion table is used, no fluctuation records will be shown.   The selected invoices fluctuation records are summed to this field.

 

 

hmtoggle_plus0Process Payment Grid

All the invoices selected on the Invoice Results tab are grouped together per organisation and displayed in this grid. The organisations to be settled need to be selected in the grid before payment can continue.

 

The following is displayed in the grid:

 

The Organisation Code,
Organisation Name,
Def Billing ( this is to indicated if the default billing address to be used for printing on the remittance advice)
Billing Address ( if the default billing address is not applicable then an address can be selected here)
Foreign Amount due
Foreign Settlement Amount
Foreign Bank tran amount
Amount Due (total outstanding amount),
Credit Amount,
Settlement Amount (outstanding amount to be settled as selected on the Invoice Results tab),
Bank Transaction Amount (amount that will be processed for the bank transaction to be created for settlement),
hmtoggle_plus1        Effective Date

This date will default to today's date. This date is only to be used as a default effective date for the entries in the grid.

 

The enabling of this date is governed by the External Organisation setting, Allow Postdated Cheque.  If the setting is 'A', this field is enabled. Changes can be made to the date, but only a date within the same financial period can be selected.

 

If the setting is 'D', this field will be disabled and no changes will be allowed.

If the setting is 'S', this field is enabled. Changes can be made to the date, but only dates that falls in the same financial period as the current financial period.

Cheque Number ( if applicable),
Reference number ( this it the reference number created for EFT purposes)
Remarks
Reprint ( if a cheque has not printed corretclty then the cheque can be reprinted)
Updated ( if a hand cheque then the cheque number will be updated)
Bank, and Transaction Date .

 

Specific entries in the grid need to be selected to continue the settlement procedure.

 

hmtoggle_plus0Cheque List

Print

The "Print" button is enabled when one or more cheques have been printed. When clicked, the Cheque list report is printed.

 

Preview

When the "Preview" button is clicked, the user can preview the cheque list report before it is printed.

hmtoggle_plus0Print\Apply

When the "Print/Apply" button is clicked, entries that have been selected in the "Payment" grid are settled and updated.

 

If the payment method "Cheque" was selected, then a cheque will be printed for the specific entry. If the print is successful, the next cheque is processed. If the print failed, the process is stopped to allow the user to correct the reason causing the failure.

 

NOTE: A time delay can be specified in the Column Values table.  This delay will be applied between each cheque printed.  The default time delay is zero seconds.

 

NOTE 2: Cheque printing can be done from two functions: Creditors Payment and Bank Transaction Functions.  Each one will activate the Print Library User Defaults if no printer has been setup. The number of copies will always default to one because only one cheque can be printed per number.

 

When an unsettled invoice is settled the following takes place for Creditors Settlements:

 

?                A bank transaction for each entry in the grid selected (per organization), is inserted in the Bank Transaction table .

 

?                A bank Creditors journal is inserted for the general ledger suspense account of the selected bank.

 

?                Journals are inserted for each invoice line link that contributed to the final settlement amount where the source timestamp of the journal is equal to the date settled (current date), the financial period is equal to the effective date specified for the bank transaction, on the Creditor Settlement table and the source is a Creditors Journal (K).

 

?                If the settlement method was cheque, the current cheque number on the Bank Internal table is updated with the cheque number for the selected bank code.

 

?                The invoice line link will be updated with the correct settlement method if settled with a settlement method other than the one originally specified on the link.

 

hmtoggle_plus0Remittance Advice

The "Remittance" button is only enabled after invoices have been settled with a bank transaction. When clicked, and the "Print" or "Preview" option is selected, a list of the invoice lines settled by the relevant bank transaction can be printedor previewed.

 

If no default printer is set, the Print Library User Defaults function will open. Set a printer and the number of copies before clicking "Remittance" again.

hmtoggle_plus0Reprint

This button will only be enabled after a cheque has been printed and the 'Updated' check box in the grid is checked.

 

If a cheque needs to be reprinted for any reason, the "Reprint" button can be clicked. When clicked a message will warn the user to destroy the current cheque and the next cheque number will be suggested.

 

The bank transaction used to settle the cheque will be canceled, a reverse settlement journal and settlement record will be inserted, and a new settlement will be processed with the next cheque number.