Create and Verify Supplier Payment Proposal

This document explains how you automatically create a selection, that is, a proposal of approved supplier invoices to pay. The proposal is then used as a basis for creating payment documents.

Outcome

A payment proposal of invoices to pay is printed. All payments with the same payment method, currency, and bank are automatically grouped together. Each group is assigned a separate payment order number within the proposal.

When using a company bank account in the company's local currency, invoices in all currencies will be selected. When using a company bank account in a foreign currency, invoices in that foreign currency and invoices in local currency will be selected. To further process the local currency invoices, a related option to change the bank must be used.

If a specific currency, or range of currencies is desired, you can specify the currency on (APS131/E).

Invoices with cash discount valid within the specified due date range are always included, regardless of the invoices' due dates. Credit notes that are due now or in the future appear as blocked.

If any inconsistencies are discovered when creating the proposal or if other invoice records not matching the selection are found, an error report is printed. For more information about the error statuses used, see below.

If the supplier is also registered as a customer in 'Supplier. Define Purchase & Financial' (CRS624/E), any accounts receivable records are included in the payment proposal as credit invoices.

If the combination of payment method and bank account ID is defined in 'Payment Document Break Level. Open' (APS091), invoices are grouped per trade code. When a payment proposal is created, other fields such as payee, payment date, cash discount, company bank account, and supplier bank account of the invoice are also considered for grouping the invoices per payment document. The trade code break level selected in (APS091) must be considered. If the combination cannot be found in (APS091), the ordinary grouping will be used.

If the parameter for payment proposal approval is selected in 'Settings - Accounts Payable' (APS905), the payment proposal must be approved before the payment can be made in (APS130). See Supplier Payment Proposal Approval.

The proposal can be reviewed in 'Suppl Payment Proposal. Open' (APS130).

Review the proposal, adjust if necessary, and confirm it in (APS130) to create the final payment documents.

If the supplier also is registered as a customer, use the credit notes included in the proposal to net your debts and claims and only pay/receive the difference. See Automatically Selecting Supplier Invoices to Pay

Before you start

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

Parameters to set

For more information about the fields referred to, see Using Payment Proposals to Create Supplier Payments.

Follow these steps to create a payment proposal

  1. Start 'Suppl Payment Proposal. Open' (APS130/B).

    Previous payment proposals and confirmed payments are listed with these information: proposal ID, payment order number, bank, payment method, proposal date, currency amount, currency, and status.

    These statuses are used:

    Status Description
    0 The proposal is being created.
    1 The proposal can be processed.
    2 The proposal is being changed by another user.
    4 The proposal is being deleted.
    5 The proposal is being reviewed by another user.
    6 The proposal is being printed.
    9 The proposal is confirmed and payment documents are printed.
  2. To create a new proposal, click New. The E panel is displayed with the latest specified selection criteria.

  3. Optionally, on the E panel, specify a range of payment types.

  4. Optionally, specify up to seven payment methods below.

  5. Specify the relevant ranges of the following: due date (To due date required), invoice date, supplier group, payee, payment priority, currency, invoice amount, and maximum payment amount.

    You can group invoices per payment document according to trade code by specifying the combination of payment method and bank account ID defined in 'Payment Document Break Level. Open' (APS091). When a payment proposal is created, other fields such as payee, payment date, cash discount, company bank account, and supplier bank account of the invoice are also considered for grouping the invoices per payment document. The trade code break level selected in (APS091) must be considered. If the combination cannot be found in (APS091), the ordinary grouping is used.

  6. If you wish to apply bank quotas for distributing payments between different banks, select the 'Use quotas' check box.

  7. If you do not wish to use quotas, specify your bank account ID, when necessary.

  8. Define whether recurring payments should be included by selecting one of these alternatives in the 'Recurring payments' field:

    • 1 = Only recurring payments
    • 2 = No recurring payments
    • 3 = Recurring payments and ordinary payments.
  9. Optionally, specify a payment proposal date.

  10. When relevant, specify the next planned payment proposal date to optimize the cash discount.

  11. Optionally, specify a report text to be printed on the proposal. Press Enter.

    The printed proposal contains, among other values, these information: proposal ID, payment order number, bank information, payment method, payment document number (provided that 2='Group payment' is not selected for the payment method), payment date, supplier invoice number, invoice date, cash discount information, due date, currency, and amounts.

    If an invoice line refers to an invoice in accounts receivable, due to netting, the supplier's customer number is also printed.

Follow these steps to verify a payment proposal

  1. Review the proposal and any error report printed.

  2. To display all proposals with their total amount in Euro, press F16.

  3. Make notes about any changes that must be made.

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