Execute AP Payment Run

Accounts Payable > Payment Processing > Payment Cycle > Execute AP Payment Run

Execute AP Payment Run

You use this program to pay the invoices released for payment in a payment run.

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Field Description

Field	Description
Start Processing	Select this to process the payments for the payment run. Once processed, the payment run is set to a status of Paid. A report listing the distribution totals for the payment run is produced. If the Accounts Payable Setup option: Settlement discount - Request tax amount is enabled and the supplier is a local currency supplier, then the tax portion of settlement discount taken is calculated based on the tax code defined against the Default tax code for settlement discount (Accounts Payable Setup). The tax portion of settlement discount is posted to the ledger code defined for Settlement discount (tax) (defined in the General Ledger Integration program). The next payment register number is allocated when you run this program. All invoices that are paid or part-paid are flagged so that the remaining available discount is automatically assumed to be zero the next time the Payment Cycle Maintenance program is run. When foreign currency suppliers are paid and the AP Exchange Rate Revaluation program was run to revalue these invoices, then the provisional variances raised by the exchange rate revaluation are reversed, and the actual exchange rate variances (per the payment) are posted to the Realized variance account defined in the AP Currency Variance GL Interface program. The reversals and actual variance calculations happen when the original exchange rate (`OrigInvRate` on the `ApInvoice` table) is not zero and the original invoice exchange rate is not equal to the current invoice exchange rate. See also Payment Run Tax Relief Recovery.
Print	Select this to print the information currently displayed in the Report output pane.
Change Period	Select this to use the Change Posting Period program to change the posting period to a different period in which to process the payment entries. See Restrictions and limits in Notes and warnings

Start Processing

Select this to process the payments for the payment run.

Once processed, the payment run is set to a status of Paid.

A report listing the distribution totals for the payment run is produced.

If the Accounts Payable Setup option: Settlement discount - Request tax amount is enabled and the supplier is a local currency supplier, then the tax portion of settlement discount taken is calculated based on the tax code defined against the Default tax code for settlement discount (Accounts Payable Setup). The tax portion of settlement discount is posted to the ledger code defined for Settlement discount (tax) (defined in the General Ledger Integration program).

The next payment register number is allocated when you run this program.

All invoices that are paid or part-paid are flagged so that the remaining available discount is automatically assumed to be zero the next time the Payment Cycle Maintenance program is run.

When foreign currency suppliers are paid and the AP Exchange Rate Revaluation program was run to revalue these invoices, then the provisional variances raised by the exchange rate revaluation are reversed, and the actual exchange rate variances (per the payment) are posted to the Realized variance account defined in the AP Currency Variance GL Interface program. The reversals and actual variance calculations happen when the original exchange rate (OrigInvRate on the ApInvoice table) is not zero and the original invoice exchange rate is not equal to the current invoice exchange rate.

Print Select this to print the information currently displayed in the Report output pane.

Change Period

Select this to use the Change Posting Period program to change the posting period to a different period in which to process the payment entries.

See Restrictions and limits in Notes and warnings

Information

Field

Description

Payment run information

Payment run

This indicates the payment run in which the invoices were released.

Currency

This indicates the currency for the payment run.

Bank

This indicates the code of the bank defined against the payment run and therefore the bank from which payment will be made.

Bank name

This indicates the name of the bank from which payment will be made.

Payment options

AP posting period

This indicates the period and year that your Accounts Payable module is currently in.

This is the period and year in which the invoice payment will be processed.

You use the Change Period option to change the posting period to a different period.

The program compares the posting period of the invoice being paid to the posting period in this field.

If the posting period of the invoice is after the posting period in this field, then the invoice is removed from the payment run and its status is reset to Normal.

GL posting period

This indicates the General Ledger period and year in which the invoice payment will be processed.

Payment date

You use this field to enter the date on which payment will be made to the supplier.

The date printed on system checks depends on your selection at the Suppliers option: Default check day of month.

1099 values to update

These options are only displayed if your nationality code is defined as USA in the System Setup program.

Current year

Select this to add the net value of the payment into the 1099 accumulated payment value for the current year.

Previous year

Select this to add the net value of the payment into the 1099 accumulated payment value for the previous year.

After processing completed

These options are displayed within programs that can be automated. They enable you to indicate the action you want to perform once processing is complete (see Automation Design).

Payment Run Tax Relief Recovery

For invoices previously processed using the AP Tax relief program (i.e. those with a transaction type T in the APSPAY-COD file), the Input GL tax code is credited and the Tax relief/recovery account debited after the payment run completes. This causes two extra GL account transactions to be added to the journal created. These are identified as R and S transactions in the APSDDI-DST field.

Because multiple payments can be processed for a single invoice, a U type transaction is inserted in the APSPAY-COD file for each payment or part payment made. The formula to insert the transaction is based on the part payment value per invoice. If tax was distributed to multiple tax codes, then the pro-rata portion is calculated across the tax codes. Note that the purpose of the U transaction type is merely to indicate that a tax recovery (either full or partial) has taken place on a specific date. It must therefore not be used to tally the supplier's balance.

The same transactions are also recorded in the Tax Return file using the tax codes associated with the Input tax and Tax relief/recovery account.

Report

This pane displays the results of the processing function you selected once processing is complete (unless you selected the option to close the application from the After processing completed section).

Notes and warnings

Program access

This program is accessed by selecting the Execute Payment Run option from the Payment Cycle menu of the Payment Cycle Maintenance program.

GL journal considerations

If you are using the Real Time General Ledger facility for Accounts Payable (General Ledger Integration) and you did not select the option: Force check no, then journals are created for the General Ledger using only the Execute AP Payment Run program without check numbers. Refer to Accounts Payable Journals with 'Force check no' Option for additional details.

Restrictions and limits

All payments within a payment run are created for a single bank, currency and payment type (i.e. a payment run cannot contain payments from different banks or for different currencies or payment types).
If the AP invoice was posted in the current period, then you cannot process the payment into a previous period.
If the period of the invoice to be paid does not match the period of the payment run, then no payments are processed, and the invoice status is marked as normal and removed from the payment run.

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.

Withholding tax considerations

If the At point of capture option is enabled in the Company Tax Options Setup program, then the withholding tax amount will be calculated at the time of invoice capture. The values in the Report pane will reflect the amounts that have already been reduced by the withholding tax.

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 Execute payment run	Controls access to the Execute payment run function of the Payment Cycle Maintenance and Execute AP Payment Run programs.