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On this tab the following fields can be viewed:

 

hmtoggle_plus0Bank Rate

This field will default to 1 if no currency conversion applies.  If the invoice is a foreign currency invoice, the rate as active on the currency conversion table will display but may be changed if in the mode create bank transaction.  

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_plus0Foreign Apply

This field will display the summed amount of the selected invoices in the foreign currency.  If it is not a foreign currency invoice it will be equal to the amount in the Base Apply field.

hmtoggle_plus0Foreign Available

This field will display the amount available for settling of invoices according to the selected bank transaction. This amount is specified in the foreign currency if it applies.

hmtoggle_plus0Discount

This button will be enabled when records are selected for applying settlement discount. Clicking this button will take you to the Settlement Discount tab.

 

hmtoggle_plus0Suggest

When this button is clicked, the function, will automatically suggest or select the oldest invoices to be settled, according to the available transaction amount. The invoices will be selected according to the Expected Settlement Date.

hmtoggle_plus0Total Base Apply

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_plus0Invoice Results

In the invoice results grid all the unsettled invoices according to the criteria selected can be viewed. A Preliminary advice can also be printed according to the expected settlement date selected. The invoices to be settled can be selected either manually or by the "suggest" functionality, the settlement amounts can also be edited if partial payment is needed.

 

The invoice is populated according to the selection made by the user on the Invoice Selection tab and the Settle Payment Control setting on System Configuration. The invoices will only be populated in the grid where:

 

The status is Active (A); and

If a requisition on the invoice line link (service link) then the date approved must be greater than 1 Jan 1900.

 

If Settle Payment Control is equal to, "Payments On Time Only" (O), the grid is disabled and invoices that have an expected settlement date less than the current day will be forced to be settled.

 

If Settle Payment Control is equal to, "Pay On Time Plus Selective Early Payments" (E) the grid will force invoices with expected settlement dates less than the current day to be selected, but other invoices can additionally also be selected for payment.

 

If Settle Payment Control is equal to "Selective Payments Only" (S) any invoice can be selected for payment.

 

Click on the "Select" column to indicate which invoice(s) is to be settled.

 

The grid is populated with the organization code, name, invoice, invoice type, invoice line, capture date, advance amount, credit amount, other amount, total amount, tax amount, amount due, settlement amount, type of link, Discount date, Discount taken, Discount % and Reason code.

 

The Reason Code is the code allocated on the finance reason code function. These codes can be allocated to keep of intenral reasons why invoices will not be paid/ or paid.

 

Note that if the selected column displays red, it means that by paying these invoice(s) now early settlement discount can be obtained. Start process by clicking on the Discount button.

 

Note that if the selected column displays yellow, it means that the goods of the selected invoices are still in incoming inspection.

 

 

hmtoggle_plus0Fluctuation Records

These records show 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.  

 

hmtoggle_plus0Payment

This button is only enabled if the "Create Bank Transaction" settlement option is chosen on the Invoice Selection tab, and an invoice line link(s) have been selected in the grid. When clicked the Process Payment tab is loaded.

hmtoggle_plus0Remittance\Preliminary Advice

The "Preliminary Payment Advice" button is only enabled before invoices have been settled. When clicked, and the "Print" or "Preview" option is selected, a list of the invoice lines according to the expected settlement date selected can be printed or previewed.

 

The "Remittance" button is only enabled after invoices have been settled with either an existing bank transaction or a credit note/link.

 

When the "Remittance" button is clicked, and the "Print" or "Preview" option is selected, a list of the invoice lines settled by the relevant bank transaction or credit link can be printed or 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_plus0Auto Print Remittance

This is a check box that is selected by default.

If checked, the remittance advice will automatically be printed after each invoice line link per organisation has been settled.

hmtoggle_plus0Apply

The "Apply" button will only be enabled if the "Use Existing Bank Transaction" or "Settle With Credit Note/Link" settlement option is selected when an invoice line(s) has been selected in the "Unsettled Invoices" list box.

 

When clicked the following updates are performed:

 

All selected invoice line link(s) will be settled.

A record for each invoice line link being settled will be inserted in the Creditor Settlement table.

Journals will be inserted for each invoice line link into the journal table.

The available amount of the bank transaction/credit note is updated.

The settlement type of the invoice line link will be updated if being settled with a different settlement type.

 

BUSINESS RULES FOR THE APPLY BUTTON:

 

1.                The "Apply Amount" may not be less than zero.

2.                The "Apply Amount" may not exceed the "Transfer Amount".

3.                The sum of all links settled by the transaction may not exceed the transaction amount.