Create and verify supplier payment proposal in (APS630)

Automatically create a selection, which is a proposal of approved supplier invoices to pay. The proposal is then used as the 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 local currency of the company, invoices in all currencies are selected. When using a company bank account in a foreign currency, invoices in that foreign currency and invoices in the local currency are selected. To further process the local currency invoices, you must use a related option to change the bank.

If you want to use a specific currency or range of currencies, you can specify the currency on 'Suppl Payment Proposal. Select' (APS635/E).

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

When creating the proposal, an error report is printed when there are inconsistencies or invoices that do not match.

If the supplier is also registered as a customer in 'Supplier. Define Purchase & Financial' (CRS624/E), the 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 are also considered for grouping the invoices per payment documents. You must consider the trade code break level selected in (APS091). The ordinary grouping is used if the combination cannot be found in (APS091).

If you select the parameter for payment proposal approval in 'Settings - Accounts Payable' (APS905), you must approve the payment proposal before making the payment in (APS630). See Supplier payment proposal approval.

You can review the proposal in 'Suppl Payment Proposal. Open' (APS630).

Review the proposal, adjust if necessary, and confirm it in (APS630) to create the final payment documents.

If the supplier is also registered as a customer, use the credit notes included in the proposal to net your debts and claims, and only pay or receive the difference.

See Automatically select supplier invoices to pay in (APS630).

Before you start

You must meet the starting condition listed in Automatically select supplier invoices to pay in (APS630).

Parameters to set

See Use payment proposals to create supplier payments in (APS630).

Follow these steps

Follow these steps to create a payment proposal:
  1. Start 'Suppl Payment Proposal. Open' (APS630/B).
    Previous payment proposals and confirmed payments are listed in descending order with this information:
    • Proposal ID
    • Payment order number
    • Bank account
    • Bank name
    • Bank account CoA payment method
    • Proposal date
    • Currency amount
    • Currency
    • Status

    On (APS630/B), you can sort the proposals based on one standard sorting order and two standard view descending orders. You can also configure your own user-defined sorting orders and view them in 'Sorting Order. Open' (CRS022) and 'View. Open' (CRS020).

    These statuses are used for proposals:
    Status Description
    0 Creation in progress
    1 The proposal can be processed
    2 Another user is making changes
    4 Deletion in progress
    5 Another user is reviewing
    6 Printing in progress
    8 Approval of the proposal is pending
    9 The proposal is confirmed and payments are created

    Status 8 is only used if parameter 280 = 'Payment proposal approval' is enabled in 'Settings - Accounts Payable' (APS905).

  2. To create a new proposal, click Create. The E-panel is displayed with the latest specified selection criteria.
  3. Specify the relevant selection criteria and ranges of these parameters:
    • Division: Only visible from blank division
    • Payment type
    • Payment method
    • Due date: To due date is required
    • Invoice date
    • Supplier group
    • Payee
    • Payment priority
    • Currency
    • Invoice amount
    • Maximum payment amount

    You can group the invoices per payment document according to the 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 considered for grouping the invoices per payment document. You must consider the trade code break level selected in (APS091). If the combination is not found in (APS091), ordinary grouping is used.

  4. Use these check boxes to apply the proposal:
    • Recurring payments from (APS095)
    • Payment request specified in (APS106)
    • Corporate netting. Otherwise, use Corporate netting for invoices with corporate netting payment method (APS200).
    • Bank quotas (APS030) for distributing payments between different banks. Specify your bank account ID when necessary, if you prefer not to use quotas.
  5. Use these parameters to match credit notes in the payment proposal:
    • Use the parameter 'Match credit notes' to enable the function.
    • Optionally, specify selections on information type.
    • Optionally, specify payment mtd AR.
  6. Optionally, specify cash discount selections.
  7. Specify a payment proposal date.
  8. If applicable, specify the next planned payment proposal date to optimize the cash discount.
  9. Optionally, specify a report text to be printed on the proposal. Press Enter.
  10. Optionally, use 'Auto upd prop' to create and confirm the payment proposal in the same run.
    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
    • Amounts

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

Follow these steps to verify a payment proposal:
  1. Review the proposal and any error report printed.
  2. Make notes about any changes made.
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