AP Group Payments

This program lets you make a single payment against a supplier group, rather than numerous smaller payments against individual suppliers. This functions similar to a normal payment run.

Exploring

Things you can do in this program include:

  • Capture payments for primary suppliers and their secondary suppliers

  • Print checks once the payment run has completed

  • Render the payment and updated values using the report functionality

  • Void a payment (i.e. reverse)

This program is accessed from the Program List of the SYSPRO menu:

  • Program List > Accounts Payable > Payment Processing

This is a single large remittance to a primary supplier instead of multiple payments to many individual suppliers.

This type of payment is processed using a supplier group. A supplier group comprises a primary supplier (who receives the payment) and multiple associated downstream secondary suppliers. A supplier group is created using the AP Supplier Group Maintenance program.

A group payment for suppliers is created, executed and processed using the AP Group Payments program.

This is the supplier against which the single remittance for payments to multiple secondary suppliers is processed (i.e. recipient of the aggregate payment). This single remittance is known as a group payment.

This supplier is paid together with its associated primary supplier via a single remittance (i.e. group payment).

Suppliers for group payments are defined using the AP Supplier Group Maintenance program.

This comprises a primary supplier and one or more associated downstream suppliers (i.e. secondary suppliers). These groups are used to create and process group payments.

Supplier groups are maintained using the AP Supplier Group Maintenance program.

Starting

You restrict operator access to activities within a program using the Operator Maintenance program.

Controls whether an operator can change the exchange rate to use for a payment using the Change Exchange Rate option in the Payment Cycle Maintenance and AP Group Payments programs.

Controls whether an operator can use the Payment Cycle Maintenance or AP Group Payments programs to:

  • use the Clear Manual Checks option to remove invoices from the payment run.

  • use the Clear Void Check option to delete invoices from the payment run.

Controls whether an operator can delete a payment run using the following programs:

  • Payment Cycle Maintenance

  • AP Group Payments

You can restrict access to the eSignature transactions within a program at operator, group, role or company level (configured using the Electronic Signature Configuration Setup program).

Electronic Signatures provide security access, transaction logging and event triggering that gives you greater control over your system changes.

Controls access to the Delete This Payment Run function of the following programs:

  • Payment Cycle Maintenance

  • AP Group Payments

Controls access to the Execute payment run function of the following programs:

  • Payment Cycle Maintenance
  • AP Group Payments

You need to execute a group payment before you can use the other functions under the Payment Cycle menu. Therefore, this menu is disabled if access to this function isn't permitted.

Controls access to the Add a New Payment Run function of the following programs:

  • Payment Cycle Maintenance

  • AP Group Payments

Controls access to the Void checks entry function of the following programs:

  • Payment Cycle Maintenance
  • AP Void Checks

This eSignature also control access to the Auto Void function of the AP Group Payments program.

Controls access to the Manual check entry function of the following programs:

  • Payment Cycle Maintenance

  • AP Manual Check Entry

  • AP Group Payments

You can restrict operator access to programs by assigning them to groups and applying access control against the group (configured using the Operator Groups program).

The following configuration options in SYSPRO may affect processing within this program or feature, including whether certain fields and options are accessible.

The Setup Options program lets you configure how SYSPRO behaves across all modules. These settings can affect processing within this program.

Setup Options > Tax > Company Tax Options

  • Withholding tax required
  • Automatic calculation of withholding tax
  • Accounting basis

Setup Options > Keys > Financials

  • AP payment run
  • Key type
  • Suppress leading zeros
  • Presentation length
  • Numbering method
  • Next payment run

Setup Options > General Ledger Integration > Payables Ledger Codes

  • Withholding tax control

  • You can only post to secondary suppliers if they are linked to a primary supplier.

  • Only SRS printing is permitted in this program.

  • Currently, you can only issue a group payment within a single company. The ability to transact between multiple companies shall be addressed in a later release of SYSPRO 8.

Solving

This message is displayed if one of the following are true:

  • You haven't indicated a payment run code associated with the group payment that you want to void using the Payment run to void field.

  • The selected payment run code is associated with a non-group payment and the Payment type is defined as Void checks.

Ensure that you select the payment run code associated with the group payment that you want to void.

This message is displayed if the Bank code hasn't been entered or selected.

Ensure that you've indicate the code associated with a bank for which you want to create a new group payment run.

This message is displayed if the value against the Check amount field is 0.00.

Ensure that you've indicated the correct Check amount.

This message is displayed if the Check number you're attempting to associate with the primary supplier for this group payment run has already been allocated to the selected Bank.

Ensure that you indicate a Check number that is unique and not already allocated to the selected Bank.

This message is displayed when you attempt to execute a group payment run if the ledger code against the Withholding tax control setup option is not configured.

Ensure that you select the relevant ledger code that you require and that the Withholding tax control setup option is defined correctly (Setup Options > General Ledger Integration > Payables Ledger Codes).

This message is displayed if the Check number hasn't been indicated.

Ensure that you indicate a unique check number that you'd like to associate with the primary supplier for this group payment run.

This message is displayed if the Supplier to Pay you've selected isn't linked as an associated secondary supplier to the selected Primary supplier in the AP Group Payments program (i.e. this supplier isn't part of the same supplier group).

If you want the selected supplier to be part of the group payment, ensure that you add the supplier to the supplier group you created for the Primary supplier using the AP Supplier Group Maintenance program (Program List > Accounts Payable > Setup).

This message is displayed if the Payment run to void entry exceeds seven characters.

Ensure that you browse for the Payment run to void number associated with the payment run you are wanting to void, as this reduces the possibility of errors.

This message is displayed if the selected supplier in the Primary supplier field isn't defined as a primary supplier in the AP Supplier Group Maintenance program.

Ensure that you create a supplier group in the AP Supplier Group Maintenance where the selected supplier is defined as the Primary supplier.

Alternatively, select the correct supplier.

This message is displayed after tabbing off your entry against the Payment run to void field (or upon selecting Save) if the group payment run associated with the selected payment run number isn't yet complete.

Ensure that you select the correct payment run or that the group payment run is complete.

This message is displayed after tabbing off your selected entry against the Payment run field in the toolbar if your selected payment run is not for a group payment.

Only payment runs that have been defined as group payments (i.e. excluding payment runs created using the Payment Cycle Maintenance program) can be maintained in this program.

Use the Payment Cycle Maintenance program to maintain payment runs that aren't group payments (Program List > Accounts Payable > Payment Processing).

This message is displayed after tabbing off your selected entry against the Payment run field in the toolbar if access to the AP Payment run entry eSignature is denied.

Ensure that you enable access to the AP Payment run entry eSignature in the eSignature Setup program (Program List > Administration > Electronic Signatures).

This message is displayed if the Payment run to void that you indicated doesn't exist.

Ensure that you browse, instead of indicate, the payment run number in the Payment to run void field.

This message appears when the Payment run to void that you selected isn't a group payment.

Load the Payment Cycle Maintenance program (Program List > Accounts Payable > Payment Processing) to void payment runs that aren't group payments (i.e. standard/normal payment runs).

This message is displayed after selecting the Print Checks/Remittances... option under the Payment Cycle menu if your selected Bank isn't configured to use SRS printing.

Before using the Print Checks/Remittances... option, proceed as follows:

  1. Load the AP Check Format for SRS program (Program List > Accounts Payable > Setup).

  2. Select the Bank you indicated against the group payment in the Bank field in the toolbar and tab off your entry.

    Select OK if you are prompted with the system message: Some documents aren't defined to use SRS printing.

  3. Capture the details as required.

  4. Save your changes.

This message is displayed if the Primary supplier code hasn't been entered or selected.

Ensure that you select a valid Primary supplier.

This message is displayed after adding the Payment Run Information and selecting either:

  • Manual Allocation or Auto Void function

  • Save in the toolbar before selecting Execute Payment Run

Select OK to save the information that you've defined in the Payment Run Information pane.

This loads the AP Group Payment Manual Allocation program if you selected Manual Allocation.

If you selected Auto Void, this generates all the details of the suppliers that were paid in the list view as well as the details of the relevant invoices paid through selecting the Allocations hyperlink.

The Supplier to Pay field becomes automatically populated with the supplier code associated with your primary supplier to whom the group payment is being assigned to (i.e. the code supplied against the Primary supplier field under Group Payment Details).

Alternatively, select Cancel to return to the current screen.

Supplier groups are created using the AP Supplier Group Maintenance program.

  1. Open the AP Supplier Group Maintenance program (Program List > Accounts Payable > Setup).

  2. Indicate the code associated with the group supplier in the Primary supplier toolbar field and tab off your entry.

  3. Indicate the secondary supplier(s) that you want to associate with the group supplier (i.e. Primary supplier) in the Supplier column of the Secondary Supplier list view.

  4. Save your changes.

  1. Open the AP Supplier Group Maintenance program (Program List > Accounts Payable > Setup).

  2. Select the secondary supplier that you want to remove.

  3. Select the Delete function from the Secondary Supplier list view.

Supplier group data is maintained in the ApSupplierGroup table.

This table maintains the links between the primary supplier and linked secondary suppliers. The company ID and transacting currency associated with each supplier is also stored in this table.

  1. Indicate a unique Payment run number for the supplier group payment run that you're creating.

    This is only applicable if your Numbering method for the AP payment run setup options is defined as Manual (Setup Options > Keys > Financials). However, if this is defined as Automatic, then the next Payment run number is automatically assigned.

  2. Specify the details for the group payment in the Payment Run Information pane.

  3. Save the details you specified for the new group payment.

  4. Select the Manual Allocation function in the toolbar of the Suppliers to Pay list view.

    This loads the AP Group Payment Manual Allocation program.

  5. Indicate the supplier code in the Supplier to Pay field.

  6. Indicate the following information in the Payment details pane:

    • Amount in supplier currency

    • Payment reference

  7. Select Release Invoice or Automatic Release from the Invoices Selected for for Payment pane.

    The option you select depends on whether you want to manually browse and select invoices for payment to the supplier, or alternatively to automatically release invoices according to Due date or Invoice date.

  8. View details, such as the Bank and Payment run number, pertaining to the group payment in the Payment Run Information pane.

    • If required, select Change to edit Payment information and Withholding tax information for the selected supplier invoice before releasing the invoice.

    • If required, select Change Exchange Rate to change the Exchange rate for the supplier invoice.

    • If required, select Remove to remove the invoice currently highlighted in the list view.

  9. Select Save to save the details you entered and invoices that you selected for payment.

  10. Close the AP Group Payment Manual Allocation program.

    Repeat steps 5 to 10 to create new allocations for each of the suppliers in the supplier group associated with the Primary supplier indicated in the AP Group Payments program.

  11. Select the Allocations hyperlink in the Suppliers to Pay list view to view details of the selected invoices associated with the primary or secondary supplier currently highlighted.

    This loads the AP Invoices for Payment Run program.

    • If required, select Remove Supplier to remove either the primary or secondary supplier currently highlighted in the list view and the specific invoices released for payment to the supplier.

    • If required, select Clear to remove all the suppliers and their associated invoices released for payment from the list view.

  12. Select Save and OK when prompted with the Save Payment Run informational message.

  13. Select the Execute Payment Cycle option under the Payment Cycle menu to pay the invoices that you released for the group payment.

    This loads the Execute AP Payment Run program.

  14. Indicate the relevant details in the Information pane.

    • If required, select Change Period.

  15. Select Start Processing.
    If required, turn on live GL.

    To turn on live GL, enable the following setup options under Accounts payable integration methods in the Setup Options program (Setup Options > General Ledger Integration > General Ledger Codes):

    • Create general ledger journal

    • Post general ledger journal

  16. Select the Print Checks/Remittances option to print the checks and/or remittance advices for the invoices that have been paid using the Execute Payment Run.

    This loads the AP Check and Remittance Print program (Program List > Accounts Payable > Payment Processing).

  17. Select Print/Send to proceed with printing this report.

  18. Select the Print Payment Register option to generate a list of checks issued and voided (i.e. print the payment register) using the AP Payment Register Reprint program (Program List > Accounts Payable > Payment Processing).

    • If required, select the Selected Payment Registers option under the Reprint menu to reprint a selection of payment registers previously printed.

      You can use the AP Payment Register Reprint report to access all the report functionality available to reprint payment registers.

  19. Select the Reconcile re-established voided checks option to proceed with rendering the register.

    This displays the AP Payment Register report.

  20. Use the Supplier Query program (Program List > Accounts Payable) to view information regarding the group payment and verify its accuracy.

Payment run information for supplier group payments is stored within the following tables:

  • ApPayRunHdr

  • ApCheckIss

  • ApInvoice

  • ApGrpPayRunDet

  • ApGrpPayRunSup

Group payment run numbers are allocated according to the configuration of the following AP payment run setup options (Setup Options > Keys > Financials):

  • Numbering method

  • Key type (define whether a payment run number is Alphanumeric or Numeric)

  • Suppress leading zeros

  • Presentation length

  • Next payment run (if your Numbering method is configured as Automatic)

The following occurs when you delete an AP Group Payment run:

  • The statuses of released invoices are reset.

  • The Manual checks and Void checks payment information against invoices within the group payment is cleared.

  • Records associated with the group payment are deleted in the following SQL tables:

    • ApGrpPayRunDet

    • ApGrpPayRunSup

    • ApPayRunHdr

    • ApCheckIss (applicable to Manual checks group payments)

  • The following SQL tables are updated:

    • ApInvoice

    • ApCheckIss (applicable to Void checks group payments)

The voiding process is a complete reversal of what occurred when you initially created, executed and posted your group payment. Therefore, you can only void group payments that have already been completed (i.e. with a Payment status of L - Complete).

  1. Load the AP Group Payments program (Program List > Accounts Payable > Payment Processing).

  2. Indicate a unique Payment run number to be associated with the group payment that you want to void.

    This is only applicable if your Numbering method for the AP payment run setup options is defined as Manual (Setup Options > Keys > Financials). However, if this is defined as Automatic, then the next Payment run number is automatically assigned.

  3. Select Void checks as the Payment type.

    You can also indicate the Operator group and the Payment reference if required.

  4. At the Payment run to void field, indicate the existing Payment run number associated with the group payment that you want to void.

    The header details from the group payment that was processed are displayed.

  5. Select the Auto Void function of the Suppliers to Pay pane to reverse all the invoices and allocations released for the suppliers displayed.

  6. Select the Execute Payment Run option from the Payment Cycle function. A new window is displayed.

  7. Select the Start Processing function to begin processing the complete reversal of the group payment.

    A report is displayed when you select this function and provides the details of the group payment run.

  8. Select the CB Integration/Print Pay Register to load the AP Integration to Cash Book window.

  9. Select OK to update the Cash Book. The void register report is displayed.

    The Group Payment Register heading is displayed at the top of the page to indicate the group payment.

    The Reconcile re-established voided checks option doesn't apply as you can't re-establish a void check for group payments to suppliers.

  1. Load the Cash Book Deposits and Withdrawals program (Program List > Cash Book > Transaction Processings).

  2. Indicate the same Bank that you associated with the group payment, which you have now voided, as indicated in the Payment Run Information pane of the AP Group Payments program.

  3. Locate the transaction associated with the group payment that you created, posted and voided using the Bank Transactionslist view.

    The original transaction is updated (i.e. no second transaction is output). You will notice that the value against the Bank equivalent column has now reduced to 0.00.

  1. Open the Cash Book Deposits and Withdrawals program (Program List > Cash Book > Transaction Processings).

  2. Indicate the code associated with the Bank that you indicated under the Payment Run Information pane in the AP Group Payments program (Program List > Accounts Payable > Payment Processing).

  3. Locate the transaction associated with the group payment in the Bank Transactionslist view.

  4. Review the Reference to locate the transaction (this is the same as the Check number indicated in the AP Group Payments program).

    The Group payment column indicates whether this is a transaction is a group payment. This can assist you in locating the transaction if you perhaps have many non-group payment transactions.

  5. Select the hyperlink value in the Bank equivalent column.

    This loads the AP Details for Check Number window (Cash Book Zoom on AP Transactions program).

  1. Open the AP Group Payments program (Program List > Accounts Payable > Payment Processing).

  2. Select Query menu from the toolbar.

  3. Select the Check Query option.

    This loads the AP Browse on Checks program.

  1. Open the Cash Book Deposits and Withdrawals program (Program List > Cash Book > Transaction Processings).

  2. Select the hyperlink value in the Check/EFT column.

    This loads the AP Browse on Checks program.

  1. Open the AP Group Payments program (Program List > Accounts Payable > Payment Processing).

  2. Select the AP Group Supplier Cash Requirements under the Reports menu.

    This loads the AP Group Supplier Cash Requirements report (Program List > Accounts Payable > Payment Processing).

  1. Open the AP Release Schedule program (Program List > Accounts Payable > Payment Processing).

  2. Select the Release Schedule under the Reports menu.

  1. Open the Released Payments Report program (Program List > Accounts Payable > Payment Processing).

  2. Select the Released Payments Report under the Reports menu.

Using

  • Columns in a list view are sometimes hidden by default. You can reinstate them using the Field Chooser option from the context-sensitive menu (displayed by right-clicking a header column header in the list view). Select and drag the required column to a position in the list view header.

  • Press Ctrl+F1 within a list view or form to view a complete list of functions available.

The status of an AP payment run indicates the current stage of the payment run and changes according to the functions performed against the payment run.

The current status of a payment run dictates the functions that are available. Therefore, the following table indicates the possible statuses for an AP payment run:

Status Description Function Performed

New

The payment run is currently being created.

No records have been created yet.

Add New Payment Run for all payment types.

O - Open

The payment run was created and saved.

Records have been created.

End Payment Run for the following payment types:

  • Manual checks

  • System checks (Not applicable to Group Payments)

  • EFT payments (Not applicable to Group Payments)

O - Open void

The payment run was created and saved.

Void Check Entry and End Payment Run for the following payment types:

  • Void checks

P - Paid

Invoices released for payment are recorded as paid.

Execute Payment Run for the following payment types:

  • Manual checks

  • System checks (Not applicable to Group Payments)

  • EFT payments (Not applicable to Group Payments)

P - Voided

Check/EFT recorded as voided.

Execute Payment Run for the following payment types:

  • Void checks.

C - Printed

Checks and/or remittance advices have been printed or checks and/or EFTs have been voided.

Print Checks/Remittances for all payment types.

L - Complete

The payment register has been printed for the payment run.

Print Payment Register for all payment types.

Referencing

Field Description
Payment Cycle

This lets you pay the invoices released for the suppliers in the Suppliers to Pay list view using the Execute AP Payment Run program.

The system compares the posting period of the payment run to the posting period against the invoices to be paid. Any invoice with a posting period after (i.e. later than) the payment run period is ignored and removed from the payment run.

This option is only available when the following are true:

  • The payment run is in a status of O - Open.

  • The invoices have been released for the payment run.

  • The Check amount that you indicated balances with the total value of the Gross payment allocated to each of the individual invoices (i.e. Allocated check amount).

This lets you print checks and/or remittance advices for paid invoices using the AP Check and Remittance Print program.

  • When processing Manual Checks:

    You do not need to run the AP Check and Remittance Print program (before running the AP Payment Register program), unless you want to produce remittance advices for the manual checks.

  • When processing System checks:

    You can only reprint checks as long as you have not printed the payment register for those checks. Remittances can, however, be reprinted when the payment register has been printed and the payment run is in a status of L - Complete.

This lets you update the Cash Book and print a list of checks issued and voided using the AP Payment Register program.

  • If the payment register has not yet been printed, the AP Payment Register program is loaded to perform the integration to the Cash Book.

    When the integration is successfully completed, the payment register is generated.

  • If the payment register has already been generated, you can reprint payment registers using the Selected Payment Registers option from the Reprint function in this program.

    The Period selection is ignored when reprinting the registers. All registers are reprinted irrespective of the periods selected. Alternatively, you can use the AP Payment Register Reprint program to reprint registers for specific periods.

This only applies if the Accounts Payable module is integrated to the Cash Book.

This lets you generate a list of checks issued and voided using the AP Payment Register Reprint program.

You can reprint the payment register more than once per group payment run. You can also use the Reprint > Reprint Payment Registers option or the AP Payment Register Reprint program to reprint payment registers.

This option only applies if:

  • Accounts Payable is not integrated to Cash Book.

  • The payment run is in a status of P - Paid (for Manual check payment runs) or C - Printed.

  • You have used the Print Checks/Remittances option.
Query

 
Check Query

This lets you view the details for both Manual and System checks created for group payments using the AP Browse on Checks program.
Reprint

 
Selected Payment Registers This lets you reprint a selection of payment registers previously printed.

The functionalities available using this option is limited. However, you can use the AP Payment Register Reprint report to gain access to the all the report functionality available to reprint payment registers.
Reports

 
AP Group Supplier Cash Requirements

This lets you print a list of cash requirements for each group supplier using the AP Group Supplier Cash Requirements.
Release Schedule

This lets you produce a list of invoices that require payment using the AP Release Schedule program.
Released Payments Report

This lets you print a list of all the invoices that you have released for payment using the Released Payments Report program.

Add

This lets you create a new group payment run when payment runs are set to automatic numbering.
New

This lets you scrap the existing entries entered and create a new group payment run.
Delete

This lets you delete the group payment currently indicated in the Payment run field.

You can only delete payment runs with an O - Open status.
Save

This saves the details you entered or changed.

When you save a new payment run or update an existing payment run, the ApPayRunHdr table is updated.

If the check record has already been created within the AP Group Payment Manual Allocation program and you updated the Check amount, then the ApCheckIss table is also updated when you save the payment run changes.
Payment run

Indicate the unique code associated with the group payment that you want to create. Alternatively, enter an existing group payment run number to maintain an existing payment run.

If your Numbering method against the AP payment run setup options is defined as Manual, then entering a new, unique number enables the fields on the Payment Run Information pane for you to capture the details for the group payment.

If your payment run numbering is defined as Automatic and you enter a non-existent run number, an error message is displayed indicating that the run number is not on file. Select the Add option on the toolbar to add a new group payment.

You can't maintain a group payment run to which you don't have access according to the Operator group defined against that particular group payment run.

The fields in this pane let you enter the group payment run details and are enabled once you press Enter or Tab on the Payment run field, or when you select the Add option from the toolbar.

Field Description

Payment run

This indicates the unique number associated with the group payment run for a supplier group.

Payment type

Indicate the type of group payment run you want to generate:

This enables the Manual Allocation function in the Suppliers to Pay list view.

This enables the Auto Void function in the Suppliers to Pay list view.

Bank

Indicate the code associated with the bank for which you want to create a new group payment run.

This field defaults to the default bank defined against your operator code and you can only enter a bank code to which you have been granted access.

Description

This indicates the bank name associated with the code that you selected.

Bank currency

This indicates the transacting currency associated with the selected bank and can't be changed.

Operator group

Optionally enter a valid SYSPRO operator group that is used to determine the operators who are allowed to maintain the group payment run.

If this field is left blank, then the group payment run can be maintained by any operator who has access to this program.

If you enter an operator group, the payment run can only be maintained by:

  • Operators who belong to that primary group

  • Operators with system administrator rights

  • The operator who created the group payment run

Payment reference

Indicate a reference that you want to associated with the group payment run.

Any reference made against the manual check overrides the reference entered here.
Group payment details  
Payment run to void

Indicate the payment run number associated with the group payment run that you want to void.

This is only available if:

  • The Payment type is defined as Void checks.

  • The group payment run status is L - Complete.

  • The selected group payment run is not already part of another payment run.

  • The check number of the group payment run exists on the ApCheckIss SQL table.
Check number

Indicate the unique check number that you want to assign to both the primary and secondary suppliers in a supplier group for a group payment.

A single check number is issued to the primary supplier, which is also assigned to all the associated downstream suppliers in a supplier group.

This differs from a normal manual payment made using the Payment Cycle Maintenance program where every supplier is assigned a different check number.

This field is only available if the Payment type is defined as Manual checks.
Check amount

Indicate the total value of the group payment.

You can change this value if the Allocated check amount doesn't balance as it may be possible that with multi-currency payments there are different conversions and when you're releasing the invoices (associated with the suppliers in the Suppliers to Pay list view) it's possible that you're going to get rounding that you didn't account for when you initially indicated the header information here.

It's also possible that the speculated total amount of the group payment (Check amount) doesn't balance with the total value of the Gross payment for each of the suppliers (Allocated check amount) even if they all use the same transacting currency as your company (i.e. local currency). This may be because the individual Gross payment value could be higher or lower for one or more suppliers in the list view.

This field is only available if the Payment type is defined as Manual checks.
Check date

Indicate the date against which you want to create this group payment run.

This field is only available if the Payment type is defined as Manual checks.
Primary supplier

Indicate the code associated with the primary supplier (to which secondary suppliers are attached) that you defined for the supplier group in the AP Supplier Group Maintenance program.

This field is only available if the Payment type is defined as Manual checks.
Name

This indicates the name associated with the Primary supplier code selected.
Payment currency

This indicates the primary supplier's transacting currency.
Exchange rate

This indicates the exchange rate of the Payment currency in comparison with your local currency.

If you're dealing with a foreign currency payment, you can change this rate from the table rate as long as you haven't got a fixed exchange rate.

This pane displays information regarding the status of the group payment run.

These fields aren't updated with the payment cycle value until you run the Execute Payment Run... option. They will therefore reflect as zero until the group payment run is in a status of either P - Paid or L - Complete.

The values in some fields are only displayed when the relevant stage in the group payment cycle is reached.

Field Description

Payment status

This indicates the current status of the group payment run.

Payment posting period

This indicates the month and year in which the transactions for the group payment run were processed.

Payment date

This indicates the payment date for the group payment run.

Select the hyperlink to display a calendar view of this date.

Totals (local currency)

 

Gross payment

This indicates the gross total value of invoices released for payment for all suppliers.

This excludes invoices placed on hold.

Discount

This indicates the total discount for the entire group payment run.

This applies to all suppliers included in the group payment run.

Withholding/withheld at capture tax

This indicates the withholding tax value applicable for the released supplier invoices in the group payment run.

Withholding tax is only automatically calculated when the following applies:

  • The Accounting basis setup option in the Accounts Payable withholding section is defined as Payment.
  • The Withholding tax required and Automatic calculation of withholding tax setup options are enabled.
  • A valid withholding tax code is defined against the supplier using the Suppliers program.

Withholding tax is not calculated if the Automatic calculation of withholding tax setup option is not enabled, even when the option Withholding tax required is enabled.
Net payment

This indicates the total net payment amount for the entire group payment run.

This applies to all suppliers included in the group payment run.
Check/void date

This indicates the date on the check or the date that the check was voided.
Check register print date

This indicates the date when the payment register was printed.

The payment register is printed using the Print Payment Register... option.
Check register number

This indicates the payment register number.

This is the same as the Payment run number indicated in the toolbar.
Allocated check amount

This indicates the total value of the allocations made to the various suppliers in the Suppliers to Pay list view.

The following options are available from this pane's toolbar:

Field Description
Manual Allocation

This lets you allocate suppliers and invoices for a Manual check payment run using the AP Group Payment Manual Allocation program.

This field is only available if the Payment type is defined as Manual checks and your operator is allowed access to the AP Manual check entry eSignature.
Auto Void

This lets you reverse all invoices paid for the selected suppliers on the original payment run that is being voided.

The following occurs when you select this option:

  • The ApInvoice and ApCheckIss tables are updated.

  • The ApGrpPayRunSup and ApGrpPayRunDet tables are created.

This field is only available if the Payment type is defined as Void checks and your operator is allowed access to the AP Void check entry eSignature.
Clear

This lets you clear all supplier and invoice allocations previously saved.

The following occurs when you select this option:

  • The ApInvoice table is updated.

  • The ApGrpPayRunSup and ApGrpPayRunDet tables are deleted.
Remove Supplier

This lets you clear the supplier and invoice allocations of the currently highlighted line.

This field is only available if the Payment type is defined as Manual checks.

The following occurs when you select this option:

  • The ApInvoice table is updated.

  • The ApGrpPayRunSup and ApGrpPayRunDet tables are deleted.

List view

This list view includes details for each secondary supplier being paid.

The information is derived from the ApGrpPayRunSup table, as created within the AP Group Payment Manual Allocation program.

Select the hyperlink within the Allocations column to view invoices released against the currently highlighted line using the AP Invoices for Payment Run program.