Using Payment Proposals to Create Supplier Payments

This document explains the various factors affecting how supplier payments are created when using payment proposals in accounts payable.

These activities are involved with payment proposals:

Use these guidelines when you wish to pay your suppliers by using the automated payment proposal routine

This routine includes supplier invoices specified in 'Supplier Invoice. Record' (APS100) and 'Supplier Invoice. Process Automatic' (APS050) as well as recurring payments specified in 'Supplier Payment. Open Recurring' (APS095).

For details on how the system is affected, see Automatically Selecting Supplier Invoices to Pay.

The starting conditions specified in Automatically Selecting Supplier Invoices to Pay must be met.

Factors for selecting invoices

Factors controlling how payments are grouped in the proposal

Adjusting payment proposal

You can change these values for each proposal document:

Bank information

Payment amount control

Voucher text

If you specify a voucher text when updating the proposal, this voucher text is used for all transactions. The only exception is for transactions on the accounts payable or accounts receivable account, where the voucher text from the original invoice is used. In a similar way, no voucher text is recorded if you leave this field blank when updating, with the same exception.

Common error statuses

The error statuses are specified in the error report printed if any incorrect records were found when creating the proposal. Other invoice records not matching the selection made for creating the proposal are also included with error codes, depending on the selection criteria entered. This is done to indicate any excluded invoices that are also considered.

The error statuses used are:

Sts

Message printed

Explanation

Action

1

Stopped invoices

The invoice has a block code in the accounts payable file (FPLEDG).

First, investigate the reason for the block. To include the invoice, manually change the block code in the 'Payment stop' field in 'Accounts Payable. Change Separate Invoice' (APS201/E).

2

Maximum payment exceeded

Maximum payment amount entered in (APS131/E) for the entire proposal is exceeded.

Create a new proposal, either with adjusted amount or with excluded invoice records.

3

Quota key not found

Bank quotas for allocating payments to predefined banks are not found. This error status is only used when the 'Use quota' check box is selected in (APS131/E).

Define a bank quota table in 'Bank Quota. Open' (APS030).

4

Insufficient quota amount for allocation

The invoice could not be allocated to a bank, since there was no bank quota key with an amount left to allocate large enough. This error status is only used when quota keys with a quota amount are used.

For an example, see Create Bank Quotas for Automatic Allocation of Supplier Payments to Bank.

Alternatives:

  • Change the quota amount in 'Bank Quota. Open' (APS030/E)
  • Change the allocation of the invoice to another bank by selecting a different payment method or payment date that matches another quota key in the bank quota table.

5

Negative payment

Total payment amount for a proposal document is negative. This error status is only used when bank quotas are selected. Otherwise, the invoices are included as blocked in the proposal.

Alternatives:

  • Change the total payment amount by blocking or deleting records in the proposal document.
  • Change the payment method for an invoice to include it in another proposal document to adjust the balance.

6

Payment less than minimum amount

Payment amount is less than minimum amount for the selected payment method.

Change the amount in the 'Minimum amount due' field in 'AP Payment Method. Open' (CRS071).

7

Payment not between From and To values

The invoice currency amount is not between the ranges defined in the 'From amount' and 'To amount' fields in (APS131/E).

This amount is usually the invoice amount. If the invoice is partially paid, the remaining amount is used in the check.

Create a new proposal with adjusted or cleared amount ranges.

8

Insufficient quota percentage

This status is essentially identical to error status 4. The only difference is that the bank quota table used is based on quota percentages, not quota amounts.

Alternatives:

  • Change the quota percentage in 'Bank Quota. Open' (APS030/E)
  • Change the allocation of the included invoices to another bank by selecting a different payment method that matches another quota key in the bank quota table.

9

Supplier bank ID is missing

This status is used provided that:

  • A payment method under payment class 3 (Manual bank transfer) or class 5 (Direct debiting) is selected, and
  • A bank is not defined for the supplier.

If the supplier also is a customer, as defined in (CRS624/E), this error status can also be used for included invoice records from accounts receivable.

If the error status is used for an accounts payable invoice, adjust the bank ID for the respective invoice in 'Accounts Payable. Change Separate Invoice' (APS201/E).

If the error status is used for an accounts receivable invoice, enter a bank ID for the supplier in 'Supplier. Connect Bank Account' (CRS628/B).

10

Division with different local currency

The currency is now automatically checked before the payment proposal is generated. If the currencies do not match, a warning message is displayed on screen.

 

11

The currency is now automatically checked before the payment proposal is generated. If the currencies do not match, a warning message is displayed on screen.

The currency is now automatically checked before the payment proposal is generated. If the currencies do not match, a warning message is displayed on screen.

Define number series type 80 under number series 0 in 'Number Series. Open' (CRS165).

12

Substitutive payment method does not exist

This error status is used if you have entered a payment type or payment method in (APS131/E).

It indicates that the payment method or payment type of the invoice does not match the entered values. This status can also be used when a substitutive payment method selected for the payment method is used and it does not match the entered values.

A substitutive payment method is automatically applied when a limit value is defined for the payment method used and the invoice amount is less or greater than this value.

These are the valid alternatives:

  • Specify other payment types or payment methods in (APS131/E)
  • Specify a valid substitutive payment method for the relevant payment method in 'AP Payment Method. Open' (CRS071).

13

Bank number cannot be found

The bank account number cannot be found, either in 'Bank Account Connection' (APS090) or indirectly in 'Bank. Open' (CRS690). This error status can be used provided that bank quotas are not used and a bank is not manually specified when creating the proposal.

Check that the bank account is entered in (CRS690) and connected to a currency and/or payment method in (APS090).

14

Payments stopped for the payee

The user has previously defined that all payments for the supplier in question are stopped.

First check that it is correct that payments should be stopped. If that is not the case, change the payment priority from 9 to a value from A to 8 in 'Supplier. Define Purchase & Financial' (CRS624/F).

15

Accounting date (pmt date) is not within valid dates

Payment date is not within the valid dates entered for the FAM function detail record used. Note: This status is not applicable to payment methods under payment class 4 = 'Bill of Exchange/Drafts'.

These are the valid alternatives:

  • Change the valid dates in 'FAM Function. Open Detail' (CRS406)
  • Select a new payment method, either for the entire proposal or separate invoices included.

23

The currency is not permitted for bank format X

If currencies are selected for the electronic bank format in 'Bank Format. Open' (CRS695): The invoice currency is not one of the currencies selected for the bank format.

Change the invoice's payment method to one that has a bank format permitting that particular currency. Or, pay the supplier manually in 'Supplier Payment. Enter Manual' (APS120).

For Sweden-specific error statuses, see Validity Checks for Supplier Payments via BankGiro and PlusGiro (Sweden).

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