Adjust Supplier Payment Proposal

This document explains how you adjust basic values for the payment proposal as well as for separate invoice records included and then create the final payment documents.

The adjustments can consist of changing the supplier invoices in the accounts payable file and then creating a new proposal. You can also adjust some values directly in the proposal before confirming it.

Outcome

See Automatically Selecting Supplier Invoices to Pay.

Before you start

A payment proposal must be created and verified in 'Supplier Payment Proposal. Open' (APS130).

Follow these steps

Outline

Decide what to do

  1. Start 'Supplier Payment Proposal. Open' (APS130).

  2. Select another sorting order to identify the proposal, when needed.

    The available sorting orders are: 1 = Proposal number, sequence number; 2 = Status, proposal number, sequence number.

  3. Select one of these alternatives:

    • If an error report was printed, refer to Adjust settings based on error report.
    • To change payee or other values in the accounts payable file, refer to Change payee and other invoice values in the Accounts Payable File.
    • To change basic data for the entire proposal, refer to Change basic data for the proposal.
    • To change separate records in the proposal, refer to Change separate records in the proposal.
    • To manually add new invoice records without having to create a new proposal, refer to Add new invoice record to the proposal.
    • To print and review a simulation of payment documents and account entries to be created when the proposal is confirmed, refer to Create preview of simulated payment documents and account entries before executing payments.
    • If the proposal is correct, see Executing Supplier Payments Based on Payment Proposal.

Adjust settings based on error report

  1. Review the error report.

  2. Adjust incorrect invoice records according to the list of error statuses in Using Payment Proposals to Create Supplier Payments.

  3. Create a new payment proposal and start 'Supplier Payment Proposal. Open' (APS130).

Change payee and other invoice values in the Accounts Payable File

To change payee, follow these steps:

  1. Start 'Accounts Payable. Display' (APS200/B).

  2. Select option 9='Change payee' for the invoice.

  3. On the E-panel, specify the new payee. Press Enter to return to the B-panel.

  4. Start 'Supplier Payment Proposal. Open' (APS130) and create a new proposal.

To change other invoice values, follow these steps:

  1. In (APS200/B), select option Open for the invoice.

  2. In 'Accounts Payable. Change Separate Invoice' (APS201/E), change any of these values: due date, authorizer, future rate agreement, payment method, payment stop, stop date, stopped by, bank account, cash discount terms, cash discount base, cash discount percentages, parallel invoice number (for invoices with payment class 3 or 5), trade code, and bank operation. Press Enter.

  3. Start 'Supplier Payment Proposal. Open' (APS130) and create a new proposal.

Change basic data for the proposal

If you change bank or payment method to the whole proposal, the included invoices will automatically disappear and reappear in a new corresponding proposal when returning to (APS130/B). This is because a proposal is created for the combination of bank, payment method, and currency.

Select one of these alternatives:

Change separate records in the proposal

  1. To change proposal record, select option Open for the proposal in (APS130/B).

  2. In 'Supplier Payment Proposal. Update Details' (APS137/B), select an sorting order: 1 = 'Amount due'; 2 = 'Cash discount date' or 3 = 'Total per supplier'.

Select one of these alternatives:

Add new invoice record to the proposal

  1. In (APS130/B), select option Open for the proposal.

  2. In (APS137/B), specify the name of the payee. Click New to select new invoices.

    Open invoices that are not included in another payment proposal are displayed for the payee in 'Accounts Payable. Display' (APS200/B). To help identify the invoices you can also use sorting order 5 or 15; then all invoice records are displayed.

  3. In (APS200/B), select the invoice(s) to include with option Select.

    The invoices are included in the proposal. The payment method of the original invoice is automatically changed to the payment method of the proposal. If the proposal payment method is used for bank transfer with transfer method 3, there is an automatic check that the bank information for the selected invoices is valid.

    The trade code break level will be considered in the proposal if the combination of payment method and bank account ID of the proposal is defined in (APS091). If not, ordinary grouping of invoices is used.

  4. Press F3 to return to (APS130/B).

Create preview of simulated payment documents and account entries before executing payments

  1. In (APS130/B), select option 'Preliminary/copy' for the proposal with status 1.

    With option 6 = Print you print a copy of the payment proposal. Option 9 = Copy is used to print a copy of payment documents already created based on a confirmed proposal (status 9).

  2. Follow the usual steps for creating payment documents depending on the payment method.

    The same documents and accounting journals are printed as if the proposal had been confirmed, but the financial system is not updated.

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