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

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

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
1. 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 (or rolling back) 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#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.

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