Table of Contents
Overview
Enables the bulk payment of creditors invoices rather than having to make payments one by one.
Allows pay by Direct Debit (DD) using Account Details on the 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
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 be paid from
Select the companies to pay on the Summary Tab
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
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
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
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
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
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.
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 a Bulk Pay Suppliers Batch
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 List and their impacts, 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.
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