Bulk Pay Creditors

Overview

This form enables the bulk payment of creditors invoices rather than having to make payments one by one. It assumes you wish to pay by Direct Debit (DD) if you can using Account Details on the Creditor Maintenance. At a high level there are five steps:

1. Decide where the money will be paid from and if there is a maximum you want to spend
2. Decide who to pay
3. Enter the starting Cheque number (for Creditors without Account Details)
4. Decide how much to pay for each invoice (edit in the '''Allocated''' column and '''Alloc''' checkbox)
5. 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

1. Choose the bank account the money will come from
2. Decide who you are paying
   • ''A batch you created elsewhere (eg: Commissions Payment Batch)
   • ''A particular Creditor - choose in bottom LHS
3. * ''A group of creditors based on '''Creditor Rating''' on Bottom of Screen (see Bulk Pay Creditors --> Creditor Tab)
4. Decide if there is a total you plan to pay - enter into '''Maximum Amount''' topLHS
5. Decide if you plan to Allocate the money manually or have the system '''Automatically Allocate'''
   • Auto Allocate will use the money available to pay the oldest creditor invoices
6. Refresh the screen
7. Decide if you want to '''Consolidate by Creditor''' so each creditor gets a single payment across multiple invoices
8. Decide if you want to '''create payment batches'''
   • ''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'''
9. *** ''All Creditors without account details will have their payments placed into a batch with Journal Sub type "Cheque".
10. Decide if you wish to '''force DD payments''' - Direct Deposit Payments - this will put all payments into the Journal Sub type "Direct Deposit" above
11. Decide if you wish to change the '''date to force payment''' date of the journal that gets created
12. '''Refresh button''' to populate the screen with payments that are outstanding and allocate funds to oldest invoices
    • You can export this list if you wish to manipulate it further
13. '''Refresh'''
14. Review total allocation in top of screen
15. Change allocations by selecting or unselecting lines
16. Create Payments when finished.

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

• Reference = Invoice Number
• External Reference
• Journal Date
• Description
• Code = Creditor Code
• Creditor Name
• Open Amount = for the individual invoice
• Batch = if a member of a batch Fields not from the Creditor Invoice:
• Pay = Includes the allocation in the payment batch. If there is an allocation amount and the Pay checkbox is not ticked the allocation will be ignored.
• Allocated = amount to be allocated on this screen
  • can edit this field for partial payments - then tab out and the ''Total'' allocated with update
  • Allocate Flag = Toggles the Allocated Amount between zero and the open payment amount for the invoice.

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