4Manual Payment

4.1Overview

Manual checks and prepayments check to employees and supplier basis if the payment is released immediately.

4.2Pay an Invoice manually

1. Choose the following path:

Payments ► Entry ► Payments

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End user Manual for Account Payable

The following window will open

1. Fill in the following field

1. Click on Enter / Adjust Invoice to choose the invoice to pay

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End user Manual for Account Payable

1. Select the invoices you want to pay (Payables will only allow to selectinvoices which have a Check payment type associated with them, and whichhave the same currency as the payment document)

2. Save your work, and return to the Payments window.Payables automatically enter the payment amount.

1.1Printing a Payment

1. ClicClick on the action

2. ChCheck the boxes Format, Print Now and Print Remittance advice.Click OK.

2 Batch Payment

2.1Batch Payment Process

This payment format contains one credit line and multiple credit lines.

This format requires one debit line for every credit line.

Payment batches are used to generate checks for batch of invoices from manyvendors. There is a series of steps to follow to print checks with a Payment Batch.Most steps are initiated from the Payment Batch Actions window. The steps are:

Initiate Payment Batch

Select Invoices/Verify Payment Register

Modify Payments

Format Payments

Print Checks

Confirm Payment Batch

2.2Initiating Payment Batches

1. Choose the following path

Payments ► Entry ► Payment Batches,

2.Fill in the following field

2.3Selecting invoice / Verify Payment Register is correct

1. Click on Actions Button.

1. Select Invoices & Build Payment & Print Preliminary Register.

1. Click on the button OK:

Payables will initiate three concurrent processes, AutoSelect, Build Paymentsand Preliminary Payment Register.

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End user Manual for Account Payable

The Preliminary Payment Register is printed when the invoices are selectedand the payments are built. It should be used to review the payments Payableswill create when you format payments for the invoices in a Payment Batch.

You should review the Preliminary Payment Register to see which invoicesand vendors will be paid, the discounts taken, and the total amount paid toeach vendor.

Payables group the invoices by vendor site and print the total foreach payment for a site.

Payables prints asterisks and a non-payment reason for the invoicesselected for payment in the payment batch, but that do not meetpayment requirements.

Payables does not create payments for a vendor site's invoices if thetotal of the selected invoice(s) exceeds the maximum payment amountor is less than the minimum payment amount that you specified for thepayment batch, or the total payment amount for a vendor site is lessthan or equals zero.

1. Check the Preliminary Payment Register to ensure that all the invoicesneeding payment are included on the register. You should also check toensure that no payments will be generated for invoices that should not be paid.

1. After the concurrent request are finished you need to requery the PaymentBatch form, when the Status field changes to Built and the Payments buttonbecomes active you may proceed to the next step.

1. To requery the form you may use one of the following methods:

Select Tools, Refresh Status.

Click on the button ‘Refresh’ (available on the latest Oracle versions).

1.1Modify Payment

Then after reviewing the Preliminary Register you can modify the Payment Batch by:

Changing the payment amount of an invoice

Preventing payment to a supplier

Preventing payment of a particular invoice

Adding an invoice that Payables did not select.

In order to modify a Payment Batch the status must be built. (i.e. The Payment Batchmust be initiated but cannot have formatted payments)

1. Choose the following path:

Payments ► Entry ► Payment Batches

1. Choose View, Find (or F11)

2. Select the appropriate Payment Batch.

1. Click on Payments Button.

You can navigate between the various suppliers selected to be paid, byclicking the PgUp/PgDn keys while the cursor is in the Supplier field.

1.1.1Adding an invoice to a payment batch

Clear the form and then enter the Supplier name and Site.

Select Yes for Pay supplier.

AP displays the approved invoices for the supplier site.

Select Yes for Pay invoice for each invoice you want to add to the payment batch.

1.1.2Removing an Invoice from Payment Batch

Query the Supplier name and Site.

AP displays the invoices for the supplier site which were selected for thepayment batch.

Select No for Pay invoice to remove it from the Payment Batch.

1.1.3Removing all Invoices for a Particular supplier site from a payment batch

Query the Supplier name and Site.

Select a Non-Payment Reason for your records (Optional).

Select No for Pay supplier.

1.1.4Changing payment or discount amounts for a selected invoice

Query the Supplier name and Site.

AP displays the invoice(s) for the supplier site, which were selected for thebatch.

Alter the payment or discount amounts for the invoice.

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