End user Manual for Account Payable

1. Click on the button OK:

Payables will initiate three concurrent processes, Auto Select, Build Payments and Preliminary Payment Register.

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

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

· Payables group the invoices by vendor site and print the total for each 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 meet payment requirements.

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

1. Check the Preliminary Payment Register to ensure that all the invoices needing payment are included on the register. You should also check to ensure 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 Payment Batch form, when the Status field changes to Built and the Payments button becomes 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).

1.1 Modify 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 Batch must 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, by clicking the PgUp/Pg Dn keys while the cursor is in the Supplier field.

1.1.1 Adding 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.

1.1.2 Removing 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.

1.1.3 Removing 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.

1.1.4 Changing 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 the batch.

· Alter the payment or discount amounts for the invoice.

1. Click on Build Button to save your work.

AP will initiate the Build Payments concurrent process.

Once the Build Payments process is complete you should review your changes by printing a new Preliminary Payment Register

To print the Preliminary Payment register:

1. Choose the following path:

Payments ► Entry ► Payments.

1. Choose View, Find.

1. Select the appropriate Payment Batch.

1. Click on the button Actions

1. Deselect Format Payments checkmark.

1. Select Print Preliminary Payment Register.

1. Click on the button OK

1.2 Formatting Payments

Once the Preliminary Payment Register has been verified the payments can be formatted for printing.

1. Choose the following path:

Payments ► Entry ► Payment Batches

1. Choose View, Find.

1. Select the appropriate Payment Batch.

1. Click on the button Actions.

1. Select Format Payments & Print Now.

1. Click on the Button OK

1. Select View, requests, Find.

1. Select The Format Payments Request.

.

1.3 Confirm Payment Batch

After the Formatting and Printing are finished you need to requery the Payment Batch form, when the Status field changes to Formatted you may proceed to the next step. Now you need to confirm whether all the checks were printed correctly, or is there any skipped or spoiled stock paper:

1. Click on the button Actions.

1. Confirm Payment Batch.

1. Click on the button OK.

In the Confirm Payment Batch window enter the range of Checks:

· Printed

· Skipped (Not applicable as Honeywell uses bespoke)

· Spoiled (Not applicable as Honeywell uses bespoke)

1. Click on Confirm.

AP initiates two concurrent processes, Confirm Payment Batch and Final Payment Register. Now your Payment Batch process is completed

1.4 Payment Batch sets

There is a new R11i functionality that allows the user to initiate more than one payment batches with a single payment batch submission. You set up a payment batch set which groups several payment batches together so you can simultaneously submit the selection, build, or format process for each payment batch in the set. This streamlines the process of submitting multiple payment batches for your bank accounts. This feature also supports the multi currency payment needs.

NOTE: For each payment batch set, define a separate payment document in thePayment Documents window. Each payment batch in the set must use a unique payment document.

2 Stop Payments

2.1 Stopping a Payment

· Choose the following path:

Payments ► Entry ► Payments

· Select from the menu bar:

View ► Find,

The following window will open

· Enter search Criteria

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