Slide 1

Slide notes: We are now considering the calculation step in the Payment sequence for AP Creditors bulk payment.

 

 

 

Slide 2

Slide notes: The 2 primary payment calculation methods are (1) Pay by Statement, and (2) Pay by Invoice. When we pay by statement, we are still paying Invoices that have been processed, but we pay them only as included on statements received from the Suppliers. When we pay by invoice, we do not need a statement from the Supplier.

 

 

 

Slide 3

Slide notes: The data selector is of our own choice, and is the tool to select the Accounts that we wish to include in the Payment run.

 

 

 

Slide 4

Slide notes: The Period is the 'up to' Period in our system for which Invoices should be included.

 

 

 

Slide 5

Slide notes: When we choose 'full' as the remit type, then the system will actually generate Remittance Advices that can be included with our payment when dispatched to Suppliers. But this is optional, and we do not have to generate remittance advices.

 

 

 

Slide 6

Slide notes: The Statement Date will usually be in accordance with the Period selected.

 

 

 

Slide 7

Slide notes: And we also pay by Currency. For example, for Forex Accounts, we will do a separate Payment run.

 

 

 

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Slide 10

Slide notes: The generation of Cheque entries also is not mandatory, but it is useful and recommended, because even if we do not use system printing for the Cheques, then these generated cheque entries still give us a useful list of the potential payments, and connect us to the Payment recons.

 

 

 

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Slide 13

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Slide 14

Slide notes: And now that the system has concluded calculation of 'Pay by Statement', we can perform a Cheque Report to see the potential payments that have been generated. But the cheque report is shown in a separate tutorial, and instead we are now going to repeat this step, but using the 'pay by Invoice' method.

 

 

 

 

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Slide 17

Slide notes: Again, we have a data selector option, so we can select the Accounts of our choice.

 

 

 

Slide 18

Slide notes: The Run ID is defaulted, but can be changed.

 

 

 

Slide 19

Slide notes: The Invoice Payment Date is important, and indicates which Invoices will be included in Payment Calculation. By selecting this date, or a date of your choice, you determine that only Invoices that have to be paid by this date should be considered for payment now.

 

 

 

Slide 20

Slide notes: Currency is again an indication of the type of Accounts that can be included for Payment, and  separate runs are required for Local and Forex Accounts, respectively.

 

 

 

Slide 21

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Slide 22

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Slide 23

Slide notes: Payment Recons can be auto printed during the calculation stage, or can be printed from the Recon screen after verifying the Recons.

 

 

 

 

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Slide 25

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Slide 26

Slide notes: This is a message from the system to indicate how many Accounts have been selected and included for potential payment evaluation.

 

 

 

Slide 27

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Slide 28

Slide notes: While evaluating each selected Account, when the system finds an Account that has outstanding matching to be performed, it will prompt for matching to be performed. Clearly, with Pay by Invoice, it is quite important for matching to be up-to-date.

 

 

 

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Slide 31

Slide notes: And matching can easily be performed 'on the fly' during the calculation process.

 

 

 

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Slide 33

Slide notes: While evaluating Invoices, the system will prompt any Invoice that requires further confirmation from us. For example, this Invoice has no expected payment total, and the system cannot balance it. Also, it has a potential Payment reduction which is sensed as a possible reversal of a previous Item, but confirmation is required.

 

 

 

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Slide 39

Slide notes: So, in fact, the net effect now is that this Invoice has no amount that needs to be paid.

 

 

 

Slide 40

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Slide 41

Slide notes: At the end of the caculation, the system gives us an indication of the number of projected payments that have been calculated. Of the original 32 Accounts selected in this run, there is in fact only 1 Account that will attract payment now.

 

 

 

Slide 42

Slide notes: We are then returned to the main option page, and can proceed to look at the Cheque Report.