Automatically select supplier invoices to pay in (APS630)

Use a supplier payment proposal to select invoice records, recurring payments, discounts, and credit notes to include when executing the payments.

You can also use the payment proposals to create account entries to update the financial system without using a physical payment.

Outcome

One verified and corrected payment proposal is created for each payment method, including the records matching the user-defined selection criteria. Invoice records that should not be included are either removed or blocked.

Use the proposal as the basis for creating payment documents and updating the financial system. See Perform supplier payments based on payment proposal.

No transactions are created. The proposal is saved in the payment proposal header table (FPSUGH) and the corresponding details tables, FPSUGD and FPSUGS.

Each invoice included in the proposal is assigned payment status (PYST) 1 in the accounts payable file (FPLEDG) and is blocked from processing in other programs or proposals.

Before you start

Before you start, you must meet these prerequisites:
  • The company must answer these questions:
    • Which payment types can you use? For example, suppliers, expenses for employees, inter-company netting, bonus or commission payments to customers or agents.
    • Which payment method is processed?
    • Which criteria are used to select invoices for payment?
    • Are bank quotas used?
    • Which functionality is required for paying by check, draft, or bank transfer? For example, remittance, numbering, with or without feedback.
  • You must define these FAM functions with detail records in 'FAM Function. Open' (CRS405): AP30 (check), AP31 (electronic bank transfer), AP32 (manual bank transfer), AP33 (bill of exchange or draft), and AP35 (direct debiting).
  • You must specify and approve supplier invoices in accounts payable.
  • You must specify bank accounts for administering the payments in 'Bank Account. Open' (CRS692).
  • To apply bank quotas for distributing drafts between different banks, you must define such quotas in 'Bank Quota. Open' (APS030).
  • To retrieve your bank account automatically instead of specifying it manually when creating the proposal, you must define one bank account number per currency or payment method, or a general bank account number in 'Bank Account Connection. Open' (APS090).
  • You can group invoices per trade code using the 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 the 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 cannot be found in (APS091), ordinary grouping is used.
  • If the parameter for payment proposal approval is selected in (APS905), the payment proposal must be approved before you can make the payment in (APS630).

    See Supplier payment proposal approval.

  • If suppliers are selected according to their priority when creating a payment proposal, you must specify the priority codes for the respective supplier in 'Supplier. Define Purchase & Financial' (CRS624/F).
  • You must define in 'Settings – Accounts Payable' (APS905/F) whether a payment proposal is deleted automatically after confirming using option 9 in 'Suppl Payment Proposal. Open' (APS630/B).
  • You must define in (APS905/F) whether the credit notes are automatically matched in the payment proposal.

Follow these steps

This diagram shows the process of automatically selecting supplier invoices to pay:

Automatically select supplier invoices to pay in (APS630)

  1. Create a supplier payment proposal.

    Select the invoices to pay in 'Suppl Payment Proposal. Open' (APS630).

    When you specify the selection criteria, one or several payment proposals are created for each payment method and currency selected.

  2. Verify the payment proposal.

    Check the proposals to verify that the correct invoice records are included.

    If an error report was printed, check if you must adjust and include any of the records listed in the report in the proposal.

  3. Adjust the proposal.

    If you find any incorrect information such as incorrect bank or payment method, adjust those values in (APS630) with sub-programs. These changes only affect the proposal, not the accounts payable file.

  4. Print a preview of the payment documents.

    Before creating the final payment documents and updating the financial system, you can print a preview in (APS630). Simulated payment documents are printed for a last check.

  5. Correct the invoices in accounts payable.

    Some errors may require direct correction in the accounts payable file when you are required to change the payee. Correct the errors using 'Supplier Invoice. Display Separate' (APS215), and then create a new proposal to include the corrected invoices.

You can process the supplier payment proposals in (APS630) through these API programs and transactions:
  • APS630MI Supplier payment proposal (FPSUGH table)
  • APS631MI Supplier payment proposal (FPSUGD, FPSUGS table)
  • APS635MI Supplier payment proposal

APS130MI Supplier payment proposal can also be used for processing supplier payment proposals.

Job scheduling

You can schedule the creation of a proposal in (APS630) to run on a regular basis.

See the M3 Business Engine User Documentation Library (Cloud) and select M3 Application Foundation > Job Management > M3 Business Engine Administrator's Guide for Job Scheduler.

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