Accounts Payable > Payment Processing > Payment Cycle > AP Manual Check Payment

AP Manual Check Payment

You use this program to record on the system any checks written manually to pay off supplier invoices.

Toolbar and menu

Field Description
File  
Cancel Manual Check Select this to remove any entries you made.
Save Manual Check Select this to apply the payment to the selected invoice(s).

If you select this function when the Undistributed amount is not zero (i.e. the check amount is not fully distributed to one or more invoices) then the Payment Amount Imbalance screen is displayed - see Payment Amount Imbalance.

Exit Select this to return to the Payment Cycle Maintenance program. Any unsaved entries you made are discarded.
Supplier Indicate the supplier to whom the manual check was issued.

The currency defined against the supplier must be the same as the currency of the payment run.
Cancel Select this to ignore any information you entered and to return to the previous screen.
Save

Select this to apply the payment to the selected invoice(s).

See also Payment Amount Imbalance.

Payment Amount Imbalance

This screen is displayed when you select the Save function, and the total of the selected invoices does not equal the payment amount.

Field Description
Select option  
Select more invoices Select this to enter additional invoice(s) paid by the manual check.
Payment amount to equal total Select this to set the value of the check amount to equal the total amount of the invoices selected.
Cancel payment Select this to cancel the entire manual check payment transaction. You are prompted to confirm that you want to discard the payment details entered for the supplier.
OK Select this to proceed according to the selection you made.
Cancel Select this to return to the previous screen.

Payment Details

Field Description
Suppler This indicates the code of the supplier to whom the manual check was issued.
Supplier name This indicates the name of supplier to whom the manual check was issued.
Check details  
Check date Enter the date of the manual check. This field defaults to the current system date, but can be changed.
Check number Enter the number of the manual check number issued.

The system checks whether the check number was already used in a payment run. If it has, then a message indicating this is displayed.
View checks Select this to use the AP Browse on Checks program to view checks currently in the Checks Issued file/table. These are checks that were created for payment runs.
Check amount Enter the value of the manual check paid to the supplier. This amount must be in the currency of the payment run and cannot be zero.
Undistributed amount This displays the undistributed amount for the check. It is calculated as the check value less the value of invoices added to the list of invoices to pay for the check.

If you select this function when this value is not zero, then the Payment Amount Imbalance screen is displayed - see Payment Amount Imbalance.
Payment reference

Enter a reference for the check.

If a reference was entered against the payment run, it will default to that reference. Any changes you make to this reference will override the payment reference made in the payment run.

Payment Run Information

Column Description
Payment run This indicates the payment run code for the manual check entry.
Currency This indicates the currency defined for the payment run and therefore for the manual check entry.
Bank This indicates the bank code for the payment run. This is the bank from which the manual check was issued.
Bank name This indicates the name of the bank from which the manual check was issued.

Invoices Selected for Payment

This editable listview enables you to indicate the invoices paid by the manual check.

[Note]

  • Not all columns are displayed by default.

    If you are using Withholding tax, then you need to right-click in any listview column heading to select the Field Chooser option to add the withholding tax fields to the listview.

  • Withholding tax information only applies when the Withholding tax required and Accounting basis - Payment options are enabled in the Company Tax Options Setup program, and a valid withholding tax code is defined against the supplier.

    If the option: Automatic calculation of withholding tax is not enabled, then you need to use the Change function to enter the amount of the transaction which is subject to tax (see Change Payment Details).
Toolbar functions Description
Release Invoice Specify which invoices were paid by the manual check.
Automatic Release Select invoices for automatic payment according to the invoice date or due date for the selected month (see Automatic Invoice Release).
Change

Select this to maintain the Payment information. Tax on settlement discount and Withholding tax information for the currently highlighted invoice. See Change Payment Details.
Change Exchange Rate Select this to maintain the exchange rate applicable to the invoice.

This only applies for a foreign currency payment run (see Change Exchange Rate).
Remove Select this to remove the highlighted invoice from the list of invoices to pay for the check.
Column headings Description
Supplier invoice

Enter the invoice(s) paid by the manual check.

If the invoice you enter is no longer held on file, you can re-establish the invoice details and then assign the invoice to the list of entries (see Re-establish Invoice).

You can select the Browse icon to use the AP Supplier Invoices program to view the invoices for the selected supplier.
Due date This indicates the date on which the invoice should be paid.
Gross payment This indicates the total invoice amount, including discount and tax.
Discount This indicates the discount amount that applies to this invoice.
Net payment This is calculated as the Gross payment less Discount.
Exchange rate This indicates the exchange rate for the invoice if the payment run is for a foreign currency.

This can be changed using the Change Exchange Rate function if the rate against the invoice is not set as Fixed.

Original amount This indicates the original amount at which the invoice was captured. This does not change when you change the invoice amount using the Change function.
Invoice balance This indicates the amount of the invoice which is not yet paid.
Invoice date This indicates the date of the supplier's invoice.

This date is used to determine the tax/QST rate for Settlement discount when the Calculate tax using historical tax rate option is enabled in the Accounts Payable Setup program.
Discount date

This indicates the date according to which discount can be taken on the invoice.

A default discount date is applied only if Invoice terms are defined for the supplier.
Reference This indicates the invoice reference that was captured against the selected invoice.
Branch This indicates the AP branch applicable to the invoice. This is either the branch associated with the supplier or the branch entered when capturing the invoice.
Second tier tax portion This indicates the second tier tax portion of the settlement discount as calculated by the system.

You can change this value by selecting the Change function (Change Payment Details).

This only applies if the Second tier tax required and Settlement discount - Request QST amount options are enabled (Accounts Payable Setup) and the supplier is a local currency supplier.

If a Default QST code for settlement discount is defined, then the second tier tax portion of the settlement discount is calculated based on the rate defined against that tax code.

The rate to use is determined by the Calculate tax using historical rates option (Accounts Payable Setup). When this option is enabled, the Invoice date is used to ascertain the QST rate at that date. When this option is disabled, the current tax rate against the QST code is used.

The second tier tax portion of the settlement discount is posted to the ledger code defined for QST discount control in the General Ledger Integration program.
Tax code This indicates the invoice tax code applicable to the invoice.
Tax portion This indicates the tax portion of the settlement discount as calculated by the system.

You can change this value by selecting the Change function (Change Payment Details), providing the Settlement discount - Request tax amount option is enabled (Accounts Payable Setup) and the supplier is a local currency supplier. For foreign currency suppliers, the option Foreign currency suppliers tax entry must also be enabled (Accounts Payable Setup).

If a Default tax code for settlement discount is defined then the tax portion of the settlement discount is calculated based on the rate defined against that tax code.

The rate to use is determined by the Calculate tax using historical rates option (Accounts Payable Setup). When this option is enabled, the Invoice date is used to ascertain the tax rate at that date. When this option is disabled, the current tax rate against the tax code is used.

The tax portion of the settlement discount is posted to the ledger code defined for Settlement discount (tax) in the General Ledger Integration program.

This option is not available when the Withholding tax system is in use.

Taxable amount If the Company Tax Options Setup option: Automatic calculation of withholding tax is not enabled, then you need to use the Change function to enter the amount of the transaction which is subject to tax.

If the option: Automatic calculation of withholding tax is enabled, then the taxable amount is automatically displayed. It is calculated as: (Gross payment - invoice tax amount - discount).

The calculated amount can be changed, using the Change function.
Withheld at capture

(SQL only) This indicates the withholding tax portion included in the gross amount for the invoice. It only applies when the At point of capture withholding tax option is enabled (Company Tax Options Setup).
Withholding rate This indicates the withholding tax rate as defined against the withholding tax code in the Tax Code Setup program.
Withholding tax

This indicates the withholding tax value applicable for the invoice and only applies when the Payment withholding tax option is enabled (Company Tax Options Setup).

You need to use the Change function to enter the amount of tax you are withholding from the invoice being paid when the Automatic calculation of withholding tax option is not enabled (Company Tax Options Setup).

When the Automatic calculation of withholding tax option is enabled, then the tax amount is automatically displayed. It is calculated as: ((Taxable amount * withholding tax rate) / 100).

The calculated amount can be changed using the Change function (see Change Payment Details).
Withholding tax code This defaults to the Withholding tax code defined against the supplier, but can be changed.

The Tax code determines the withholding tax rate to use.

Automatic Invoice Release

You use the Automatic Invoice Selection function to select invoices for automatic payment according to the invoice date or due date for the selected Month.

Only invoices with an invoice date or due date corresponding to the month specified are selected for payment. The balance of the invoice is used as the payment amount and processing continues until either all invoices have been paid or the undistributed payment amount reaches zero.

If an invoice qualifies for automatic selection and the Company Tax Options Setup option: Automatic calculation of withholding tax is enabled, then the Taxable amount and the Tax amount are automatically calculated according to the tax code defined against the supplier. If Automatic calculation of withholding tax is not enabled, then the Taxable amount and the Tax amount are not calculated.

Field Description
Select invoices by  
Invoice date Select this to select invoices by invoice date.
Due date Select this to select invoices by their due date.
Month This indicates the month from within which the invoice date or due date must be selected.

If you selected Invoice date then the invoice date field on the APSINV file (APSINV-IDT) is split into century/month/day components. If the month portion of the invoice date is the same as that entered against the Month field, then the invoice is considered for inclusion. If it is not the same then the invoice is excluded.

If you selected Due date, then the due date field on the APSINV file (APSINV-UDT) is split into century/month/day components. If the month portion of the due date is the same as that entered in the Month field, then the invoice is considered for inclusion. If it is not the same then the invoice is excluded.

OK

Select this to accept the selections you made.
Cancel Select this to return to the previous screen.

Change Payment Details

This screen is displayed when you select the Change function.

Toolbar functions Description
Save Select this to change the invoice according to the information you entered.
Cancel and Close Select this to return to the previous screen without changing the invoice.
Column headings Description
Invoice information  
Supplier This indicates the code of the supplier for whom the invoice is being re-established.
Invoice This indicates the invoice number you are maintaining. This defaults to the invoice number you selected on the previous screen.
Reference This indicates the reference entered for the invoice.
Due date This indicates the due date of the invoice.
Payment information  
Gross payment This indicates the total invoice amount, including discount and tax.
Discount amount Enter the settlement discount amount for the invoice.

The Tax on settlement discount fields are not enabled when this value is zero.
Tax on settlement discount This enables you to maintain the tax and/or QST portion of the settlement discount applicable to the invoice.

This section is only enabled when the Discount amount is not zero.

This only applies if the option: Settlement discount - Request tax amount or Request QST amount is enabled (Accounts Payable Setup) and the payment run is for a local currency. For foreign currency suppliers, the option Foreign currency suppliers tax entry must also be enabled (Accounts Payable Setup).

Tax code This is the tax code to use to calculate the Tax portion on the settlement Discount amount. This defaults to the Default tax code for settlement discount defined in the Accounts Payable Setup program, but can be changed.

This can be a valid tax code or spaces. When the code is spaces, the Tax portion is not included on the Tax Return report.

[Note]

If an invoice was released in a previous version of this program, then the Tax code will be spaces and must be manually entered.
Tax portion

This indicates the tax amount applicable to the settlement Discount amount.

It is automatically calculated by the system based on the Default tax code.

The rate to use is determined by the Calculate tax using historical rates option. When this option is enabled, the Invoice date is used to ascertain the tax rate at that date. When this option is disabled, the current tax rate against the tax code is used.

[Note]

Even though you can manually enter a value in the Tax portion field, that value is not included in the Tax Return report when the Tax code field is spaces.

The Tax portion is not automatically calculated when you manually enter a Tax code. You need to use the Calculate function to calculate the appropriate Tax portion.

The Tax portion reduces the Discount amount posted to the General Ledger.

Example:

The supplier takes a 10 pound discount on a payment inclusive of tax. The tax is 10%. The tax portion (0.91) reflects as tax on settlement discount in the ledger. The discount portion is reduced by the tax amount and is therefore calculated as 10 - 0.91 = 9.09 (i.e. Discount amount less Tax portion of settlement discount).

This field is only available for a local currency payment run and when the Accounts Payable Setup option: Settlement discount - Request tax amount is enabled.

Calculate Select this to calculate the appropriate Tax portion and QST portion when you manually enter or change the Tax code or QST code.
QST code This indicates the QST tax code to use to calculate the QST settlement amount. This defaults to the Default QST code for settlement discount defined in the Accounts Payable Setup program but can be changed.

This can be a valid QST code or spaces.

[Note]

If an invoice was released in a previous version of this program, then the QST code will be spaces and must be manually entered.
QST portion

This indicates the QST tax amount applicable to the settlement Discount amount.

It is automatically calculated by the system based on the Default QST code.

The rate to use is determined by the Calculate tax using historical rates option. When this option is enabled, the Invoice date is used to ascertain the QST rate at that date. When this option is disabled, the current tax rate against the QST code is used.

The QST portion is not automatically calculated when you manually enter a QST code. You need to use the Calculate function to calculate the appropriate QST portion.

[Note]

The QST portion is currently not included in the Tax Return report.

The formulae for this calculation are as follows:

  • QST portion rounded = Discount - (Discount x 100 / (100 + Tax rate for QST settlement discount))

  • Tax portion rounded = (Discount - QST portion) - ((Discount -QST portion) x 100 / (100 + Tax rate for settlement discount)))

This field is only displayed when all of the following apply:

  • it is a local currency payment run
  • you enabled the Accounts Payable Setup option: Second tier tax required
  • you enabled the Accounts Payable Setup option: Settlement discount - Request QST amount.
Withholding tax information These fields are only displayed when the Company Tax Options Setup option: Withholding tax required is enabled and a valid withholding tax code is defined against the supplier.
Taxable amount

This indicates the amount of the invoice which is subject to tax.

When Automatic calculation of withholding tax is enabled (Company Tax Options Setup) the Taxable amount is calculated automatically as: Gross payment less invoice tax amount less discount.

When Automatic calculation of withholding tax is not enabled, you use this field to enter the taxable amount. Alternatively, you can use the Calculate function to calculate the taxable amount.
Calculate Select this to automatically calculate the Taxable amount, based on the current transaction values and the withholding tax code entered.

When Automatic calculation of withholding tax is not enabled (Company Tax Options Setup) the Taxable amount is calculated as: Gross payment less Discount amount.

When Automatic calculation of withholding tax is enabled, the Taxable amount is calculated as: Gross payment less invoice tax amount less discount.
Withholding tax code This defaults to the Withholding tax code defined against the supplier, but can be changed.

The Tax code determines the tax rate to use.
Tax amount

This indicates the withholding tax amount applicable to the invoice.

When Automatic calculation of withholding tax is not enabled (Company Tax Options Setup) you use this field to enter the amount of tax you are withholding from the invoice being paid. Alternatively, you can use the Calculate function to calculate the tax amount based on the Withholding tax code entered.

When Automatic calculation of withholding tax is enabled, the Tax amount is automatically displayed. It is calculated as: ((Taxable amount * withholding tax rate) / 100).

Calculate Select this to calculate the Tax amount, based on the current transaction values and the withholding tax code entered.

The Tax amount is calculated as: ((Taxable amount * withholding tax rate) / 100).
Invoice tax rate % This indicates the withholding tax rate used when the invoice was initially captured. This does not apply to re-established invoices.
Current tax rate % This indicates the current tax rate for the Withholding tax code entered.
Use current tax rate % Select this to use the rate currently defined against the Withholding tax code to calculate the withholding tax amount.

Change Exchange Rate

You use the Change Exchange Rate function to maintain the exchange rate applicable to the invoice.

Field Description
Save Select this to apply the new exchange rate according to your selections.

A warning message is displayed if you select to change the exchange rate against an invoice processed with a fixed exchange rate.
Change Period Select this to use the Change Posting Period program to change the period to which to post the exchange rate variance transaction.
[Note]

  • You can only change this period once per run of the Payment Cycle Maintenance program. The reason is that a single Journal number is created for the exchange rate variances and all transactions created must belong to the same period. Therefore, the second and subsequent times you select the Change Exchange Rate option, this function will be disabled.

  • If the option Invoice exchange rate for payment is set to Use current currency table exchange rate (Accounts Payable Setup) then those exchange rate variances are posted to the current period.
Cancel and Close Select this ignore any changes you made and to return to the previous screen.
Variance posting period  
Posting month This indicates the period into which the exchange rate variance transaction must be posted.

This only applies if you selected the option: Apply rate to outstanding invoice balance.
Posting year This indicates the year into which the exchange rate variance transaction must be posted.

This only applies if you selected the option: Apply rate to outstanding invoice balance.
Exchange rate information  
Exchange rate Enter the exchange rate to apply to the invoice.

This defaults to the invoice rate or the current exchange rate on the Currency table, depending on your selection at the Payment release and voiding options in the Accounts Payable Setup program.

This only applies for a foreign currency payment run and when the exchange rate against the currency is not set to Fixed.
Apply rate to outstanding invoice balance Select this to apply the Exchange rate in the previous field to the entire outstanding invoice balance.

This option defaults to your selection at the Payment release and voiding options in the Accounts Payable Setup program.

If you select this option, then:

  • the balances of the released invoices are revalued.

  • an adjustment value for the exchange rate variance is created (i.e. a record is created on the ApInvoiceReval table).

  • The exchange variance is posted to the Unrealized variance account defined in the AP Currency Variance GL Interface program (General Ledger Integration - Variance Interfaces). If this is not defined, then the exchange rate variance is posted to the Exchange variance account defined against the bank (Banks).

    The Realized Variance account defined in the AP Currency Variance GL Interface program is used when running SYSPRO in a C-ISAM environment.

  • an exchange variance journal is generated for the payment amount in the current Accounts Payable period.

If you do not select this option, then the new exchange rate is applied only to the current invoice. The exchange variance is posted to the Realized Variance account defined in the AP Currency Variance GL Interface program. If this is not defined, then the exchange rate variance is posted to the Exchange variance account defined against the bank. Any variances that arise are assigned to the current Accounts Payable period.

If the Post GL journal option is not enabled for Accounts Payable in the General Ledger Integration program, then you need to run the AP Invoice GL Integration program to post this adjustment into the General Ledger.

Re-establish Invoice

If the invoice you want to allocate to the check is no longer held on file, you can re-establish the invoice details and then assign the invoice to the list of entries.

[Note]

When you re-establish an invoice, the posting period for the re-established invoice defaults to the current AP period and cannot be changed.
Field Description
Save Select this to re-establish the invoice according to the information you entered.
Cancel and Close Select this to return to the previous screen without re-establishing the invoice.
Invoice information  
Supplier This indicates the code of the supplier for whom the invoice is being re-established.
Invoice This indicates the invoice number to re-establish. This defaults to the invoice number you entered on the previous screen.
Supplier branch Enter the AP branch applicable to the invoice.
Reference Enter a reference for the invoice.
Invoice date Enter the date of the invoice.

This date is used to determine the tax/QST rate for Settlement discount when the Calculate tax using historical tax rates option is enabled in the Accounts Payable Setup program.
Discount date Enter the settlement discount date you want to apply to the invoice.
Due date Enter the payment due date you want to apply to the invoice.
Payment information  
Gross payment This indicates the total invoice amount, including discount and tax.
Discount amount Enter the settlement discount amount for the invoice.

The Tax on settlement discount fields are not enabled when this value is zero.
Exchange rate Enter the exchange rate to apply to the invoice.

This is only displayed if the exchange rate against the currency is not set to Fixed and the payment run is for a foreign currency.
Tax on settlement discount

This section is only enabled when the Discount amount is not zero. It allows you to maintain the tax and/or QST portion of the settlement discount applicable to the invoice.

This only applies if the Accounts Payable Setup option: Settlement discount - Request tax amount is enabled or the option: Settlement discount - Request QST amount is enabled and the payment run is for a local currency. For foreign currency suppliers, the Foreign currency suppliers tax entry option must also be enabled (Accounts Payable Setup).

Tax code This is the tax code to use to calculate the Tax portion on the settlement Discount amount. This defaults to the Default tax code for settlement discount but can be changed.

This can be a valid tax code or spaces. When the code is spaces, the Tax portion is not included on the Tax Return report.

[Note]

If an invoice was released in a previous version of this program, then the Tax code will be spaces and must be manually entered.
Tax portion

This indicates the tax amount applicable to the settlement Discount amount.

It is automatically calculated by the system based on the Default tax code.

The rate to use is determined by the Calculate tax using historical rates option. When this option is enabled, the Invoice date is used to ascertain the tax rate at that date. When this option is disabled, the current tax rate against the tax code is used.

[Note]

Even though you can manually enter a value in the Tax portion field, that value is not included in the Tax Return report when the Tax code field is spaces.

The Tax portion is not automatically calculated when you manually enter a Tax code. You need to use the Calculate function to calculate the appropriate Tax portion.

The Tax portion reduces the Discount amount posted to the General Ledger.

Example:

The supplier takes a 10 pound discount on a payment inclusive of tax. The tax is 10%. The tax portion (0.91) reflects as tax on settlement discount in the ledger. The discount portion is reduced by the tax amount and is therefore calculated as 10 - 0.91 = 9.09 (i.e. Discount amount less Tax portion of settlement discount).

This field is only available for a local currency payment run and when the Accounts Payable Setup option: Settlement discount - Request tax amount is enabled.

Calculate Select this to calculate the appropriate Tax portion and QST portion when you manually enter or change the Tax code or QST code.
QST code This indicates the QST tax code to use to calculate the QST settlement amount. This defaults to the Default QST code for settlement discount but can be changed.

This can be a valid QST code or spaces.

[Note]

If an invoice was released in a previous version of this program, then the QST code will be spaces and must be manually entered.
QST portion

This indicates the QST tax amount applicable to the settlement Discount amount.

It is automatically calculated by the system based on the Default QST code.

The rate to use is determined by the Calculate tax using historical rates option. When this option is enabled, the Invoice date is used to ascertain the QST rate at that date. When this option is disabled, the current tax rate against the QST code is used.

The QST portion is not automatically calculated when you manually enter a QST code. You need to use the Calculate function to calculate the appropriate QST portion.

[Note]

The QST portion is currently not included in the Tax Return report.

The formulae for this calculation are as follows:

  • QST portion rounded = Discount - (Discount x 100 / (100 + Tax rate for QST settlement discount))

  • Tax portion rounded = (Discount - QST portion) - ((Discount -QST portion) x 100 / (100 + Tax rate for settlement discount)))

This field is only displayed when all of the following apply:

  • it is a local currency payment run
  • you selected the setup option: Second tier tax required
  • you enabled the Accounts Payable Setup option: Settlement discount - Request QST amount.
Withholding tax information These fields are only displayed if the Company Tax Options Setup option: Withholding tax required is enabled and a valid withholding tax code is defined against the supplier.
Taxable amount When you re-establish an invoice the normal tax on the original invoice is unknown. Therefore, if the Company Tax Options Setup option: Automatic calculation of withholding tax is enabled, then the Taxable amount is calculated as: (Gross payment less Discount amount). The normal invoice tax is ignored, as the program has no knowledge of this value.

If the option: Automatic calculation of withholding tax is not enabled, then you use this field to enter the amount of the transaction which is subject to tax. Alternatively, you can use the Calculate function to calculate the taxable amount.

Calculate Select this to automatically calculate the Taxable amount, based on the current transaction values.

The Taxable amount is calculated as: Gross payment less discount amount, irrespective of your selection at the Company Tax Options Setup option: Automatic calculation of withholding tax.
Withholding tax code This defaults to the Withholding tax code defined against the supplier, but can be changed.

The Tax code determines the tax rate to use.
Tax amount

If the Company Tax Options Setup option: Automatic calculation of withholding tax is not enabled, then you use this field to enter the amount of tax you are withholding from the invoice being paid. Alternatively, you can use the Calculate function to calculate the tax amount.

If the option: Automatic calculation of withholding tax is enabled, then the Tax amount is automatically displayed. It is calculated as: ((Taxable amount * withholding tax rate) / 100).

Calculate Select this to automatically calculate the Tax amount, based on the current transaction values entered.

The Tax amount is calculated as: ((Taxable amount * withholding tax rate) / 100).
Use current tax rate % Select this to use the rate currently defined against the Withholding tax code in the Tax Code Setup program to calculate the withholding tax amount.
Invoice tax rate % This indicates the withholding tax rate used when the invoice was initially captured. This does not apply to re-established invoices.
Current tax rate % This indicates the current tax rate for the Withholding tax code entered in the Tax Code Setup program.

Notes and warnings

Program access

  • You can access this program from the Payment Cycle Maintenance program for Manual checks payment runs in an 'Open' or 'New' status by selecting:

    • the Release Invoices > Manual Checks option from the Invoices Released for Payment listview or

    • the Manual Check Entry function or
    • the Manual Check Entry option from the Manual Checks menu.

  • You cannot access the AP Manual Check Entry program if you are denied access to the bank defined against the payment run in the Operators program.

GL Analysis considerations

  • If the GL analysis required option is enabled for a ledger account used in this program (General Ledger Codes or GL Structure Definition) then the Capture GL Analysis Entries program is displayed when you post the transaction, so that you can enter the analysis details. For a sub module transaction, the sub module must also be linked to the General Ledger in Detail at company level (General Ledger Integration) or at ledger account code level (General Ledger Codes or GL Structure Definition). GL analysis entries cannot be entered from sub modules if the sub module is linked to the General Ledger in Summary at company level or at ledger account code level.

    Note that the GL analysis required option is ignored for all GL codes which are defined in General Ledger Integration. This applies even when the GL code is manually entered in a posting program. Although GL integration programs may be entered manually, they may also be called automatically by other programs or may be automated, which means that they can never be stopped to allow GL analysis entries to be captured.

    If the GL analysis code used does not exist in the GenAnalysisCat table, then a message to this effect is displayed and the program will not prompt for analysis again. The GL journal will be created but not posted until the GL code, GL analysis code and GL journal are corrected.

    The Ask Me Later function is only available when the option: Force GL Analysis - GL journal posting is enabled for the sub-module (General Ledger Integration).

    General Ledger analysis entries are always distributed in the local currency, regardless of the currency in which the original transaction is processed.

eSignature considerations

Electronic Signatures provide security access, transaction logging and event triggering. This enables you to increase control over your system changes.

Access to the following eSignature transactions within this program can be restricted at Operator, Group, Role or Company level. You configure this using the eSignature Setup program.

eSignature Transaction Description
AP Manual check entry

Controls access to the Manual check entry function of the Payment Cycle Maintenance and AP Manual Check Entry programs.
AP Re-establish invoices in manual payments

Controls access to the Re-establish invoices in manual payments function of the AP Manual Check Entry program.

Inserting Application Help

You would typically follow this procedure to display help for the current program in a customized pane that can be pinned to the program window.

Information includes step-by-step instructions for the various functions available within the program, including a brief overview of what the program does, what setup options are required and how to personalize the program.

  1. Open the program for which you want to insert application help into a customized pane.

    This functionality is only available for a program that has panes.

  2. Right-click any form field.

    You can also click the triangle menu icon that appears in the title area of a pane.

  3. Select Insert Application Help from the context-sensitive menu.

    The application help appears in a pane within your program. You can reposition the pane using the docking stickers or pin it to the program window.

Removing the Application Help pane

If you no longer want to display application help in a pane for your current program, you can simply remove it.

  1. Select the Close icon in the right-hand corner of the application help pane.

  2. Confirm that you want to delete the pane.