Overview
This form enables Table of Contents
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Overview
Enables the bulk payment of creditors invoices rather than having to make payments one by one. It assumes you wish to
Allows pay by Direct Debit (DD) if you can using Account Details on the Creditor Maintenance. At a high level there are five steps:
- Decide where the money will be paid from and if there is a maximum you want to spend
- Decide who to pay
- Enter the starting Cheque number (for Creditors without Account Details)
- Decide how much to pay for each invoice (edit in the '''Allocated''' column and '''Alloc''' checkbox)
- Bulk Create the Payments in the system After this you can use GL --> Bulk Pay Creditors to send an ABA file to the bank or to update the cheque details.
How to use the Bulk Pay Creditors Screen
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Supplier
Multiple Groups of payments can be built up and then Approved for action for each bank account.
A group is built up by
- selecting creditors
- selecting the invoices you plan to pay from those creditors
- adding your selections to the group
- Clear selection of creditors
- Repeat
At any time you can view all invoices selected in the group to be paid
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Any invoice that has been selected to be paid in a group will not be listed in other groups regardless of the batch status Selected column only shows a total of those invoices that have been added to the current group Any invoice that is part of a group that has a payment allocated to it before the group is completed will be removed from the group |
Select the bank account the money will
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be paid from
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- ''A batch you created elsewhere (eg: Commissions Payment Batch)
- ''A particular Creditor - choose in bottom LHS
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- Auto Allocate will use the money available to pay the oldest creditor invoices
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- ''If this is not selected the payments will not be placed into a batch
- ''If this is selected
- ''The system will create 2 batches
- ''All Creditors with Account details will have their payments placed into a batch with Journal Sub type '''Direct Deposit'''
- ''To create the ABA file use GL --> Bulk Pay Creditors, Select the batch and use the '''Actions Button'''
- ''All Creditors with Account details will have their payments placed into a batch with Journal Sub type '''Direct Deposit'''
- ''The system will create 2 batches
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- You can export this list if you wish to manipulate it further
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Fields on the screen
- Maximum Amount - The amount you want to spend in total
- Total - The total of the values in the Allocated Column.
- Next Cheque Number - the starting number for the cheques that will be created
- Bank Account - the bank account the payments will be created from
- Creditor - the ability to select an individual creditor
- Creditor Rating- the ability to select only creditors of a particular Rating (see Bulk Pay Creditors General Tab
- Refresh Button - refreshes the screen
- Automatically Allocate - to ask the system to allocate the funds available from oldest invoice first. You can then manually adjust
- Select Batch of Journals - if you have creditor invoices in a batch that you need to create payments for
- Force Payment date - provides the ability to set a particular payment date (Default today)
- Consolidate by Creditor - ability to have a single payment across multiple invoices for each creditor
- Create Batches - creates a batch for all Creditors with Bank Account details in Bulk Pay Creditors of type 'Direct Deposit' and one for all Creditors without of type 'Cheque'
- Force DD Payments will put all Creditor Payments into a single batch regardless if they have Bank Account Details
- Create Payments button - creates all the payments requested
Columns are mainly from the Creditor Invoices
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Select the companies to pay on the Summary Tab
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Values are based on the ASAT date |
Where a Creditor is also a Debtor - Allocate Debtor Debt to Creditor Debt
Where a company is both a creditor and a debtor to your business - you can allocate their Debtor Debt to reduce their Creditor Debt.
allocate the debt on the debtor to clear the debt on the Creditor
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| If a Creditor is also a Debtor and they have Debtor invoices they owe you - these will also be included in the detail list and can be cross allocated as part of the process |
Select the Creditor invoices to pay (Detail)
Use the action menu to mass find invoices to pay based on a due on or before date
Can manually update to add or remove any invoice for payment
Can put a payment date in the future if you want to create the payment journals now to manage cash at bank.
Creditor Credit Notes and unapplied payments are also listed - these can be applied to individual invoices if required before the batch is created.
Review the summary Tab - how much each entity will be paid
Authorise the Group of Payments
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The Group of Payments cannot progress until Authorised. The approver to access the system / review and change as required - then approve the group of payments when ready |
Group Status will change to Authorised (note - the group can be set back to Plan status if required)
Create Payments dated on a chosen date
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If the bank reconcilation has been completed for the date chosen - you will not be able to create the journals. If you want to delete bank reqs - see Bank Accounts - Creating and Managing#DeletingBankReconcilations |
Creditor payments will be created for each creditor
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if Credit notes are also selected then they will be allocated directly to Debtor invoices until consumed Remittance Advices is emailed immediately the journals are created - if the customer has an email address. remittance advice reports to the batch as attachments (even if not emailed). So you can print or download from the batch |
They are all linked to a Journal Batch
Remittance Advices are attached to the batch so can later be printed / downloaded
If using a clearing account - a General Journal (single amount) will be from clearing account to bank
- Creditor payments are added to a journal batch
- Creditor payment has a status of Undeposited/Pending
- Allocate the payment to the chosen invoices
- Note - if Credit notes are also selected then they will be allocated directly to Debtor invoices until consumed
- Email remittance advice (if the customer has an email address
- Attach remittance advice reports to the batch as attachments (even if not emailed). So you can print or download from the batch
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The payment will have the action date chosen. Normally to make it easier to reconcile the bank statement - create payments in the system on the same day you create the payments in the bank |
Remittance Advice
Remittance Advice is sent automatically to any contact with an email that has a Role type of "Remittance Advice" for a Creditor being paid.
The Email Templates that will be sent has Usage Context of "Creditor" and a System Usage of "Pay Advice"
The Batch created has all the remittance advices linked as attachments.
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Because the email is auto generated by the system you will need to select Auto Gen: Yes or Yes+No on the Correspondence tab to see it listed. You can resend remittance advice by locating the email and using Resend. |
Payment Clearing Account
If your bank has a single line for multiple payments - then you will need to use the Payment Clearing Account
- Each Creditor Journal will be journaled to the Clearing account nominated in the GL Control Accounts Screen and they will grouped together in a Journal Batch
- After creditor payments are created for all selected creditors a general journal is written to transfer the funds for all of the payments, from the Payment Clearing account to the selected bank account
Where you can view the details - use the link on the line to open the batch
Create an ABA file
You can create the ABA file from the Batch screen to upload to your internet banking to make the payments.
From the Bank Reconciliation Screen
If you have made the payment in advance of entering it into the system - your bank statement will have transactions that the system does not have.
- Upload the bank statement
- Find the ones that are not in the system
- Create transactions for these from the bank reconciliation upload
See Bank Accounts - Creating and Managing for details
Deleting (or rolling back) a Bulk Pay Suppliers Batch
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If any journals have been cleared in a completed Bank Reconciliaiton - the batch will not be able to be rolled back. You can delete bank Reconcilations using Bank Accounts - Creating and Managing#DeletingBankReconcilations |
For an employee with Secure Features#RollbackCreditorsPaymentBatch, on the Pay Suppliers form, Finder tab, there is a right click option to 'Rollback payment batch'.
This action will unallocate and delete all journals in the batch, set the batch to Cancelled status, write an entry in the system event log showing the suppliers and payment amounts in the batch and set the Pay Suppliers batch back to Plan status.
Child pages
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