Introducing Payment Run

Payment Run (PYR) provides an automatic payment facility. It gives you complete control over the creditor/payables and client account transactions you select for payment, when they are paid, and the method of payment used.

Note: If you need to pay some transactions as soon as they are posted, you should set up a journal type that references the appropriate payment profile. When the journal is posted, Payment Run (PYR) is accessed automatically from Ledger Entry and the payment profile is selected. The posted journal transactions are selected for payment.

The following payment methods are available using Payment Run:

  • system generated payments using printed payment documents, for example cheques
  • automated bank payments using an electronic bank transfer
  • single one-off payments, for one-off suppliers
  • an 'undefined' payment method that deals with other requirements, for example to settle inter-company accounts.
Note: If you pay a supplier outside of the system, for example in cash or by raising a manual payment, you should enter the payment details manually into Financials using Ledger Entry (LEN) and match the payment against the outstanding transactions using Account Allocations (ACA) or Online Allocation.

The Three Steps of Payment Processing

The automatic payment process consists of three separate processing steps:

  1. Identify and select transactions for payment:

    There are two ways you can select the transactions:

    • Payment profiles can be used to determine the main transaction selection criteria for Payment Run. The selection criteria are refined at run-time by Payment Run. These combined criteria determine the transactions to be paid. See What are Payment Profiles? for further information on this topic, or Setting Up Payment Profiles for information on using this form.
    • The control desk facility can be used to extract the transactions for payment and pass them to Payment Run for payment.

    A payment profile is always required by Payment Run to produce payments, even if you use a control desk to select the transactions.

  2. Generate the transactions required to pay the selected transactions.

    Payment Run analyzes the transactions it has been passed for payment. It creates the payment transactions required to record each payment, and produces a payment run details listing. If transactions are eligible for discount, it takes the discount and generates the appropriate discount postings. In addition, if the discount value includes an amount of tax that needs to be reversed, it can calculate the tax and generate the postings to adjust the discount and record the tax.

    It generates a file of payment details which is used to produce payment documents, for example cheques. It also can produce a bank transfer file for automated bank payments.

    For further information see What is the Payment Collection Run?, and Initiating a Payment Run, both in the Financials User Guide / Help.

  3. Produce the payment documents.

    Payment Documents produces any printed output required to support the payment transactions, for example cheques and remittance advices, or remittance advices only. The documents are produced by the SunSystems reporting facilities so you can alter the format of these payment documents, if required. You can also use the Report Designer to output the payment details to a separate text file.

    For further information see What Payment Documents are Available?, and Producing Payment Documents, both in the Financials User Guide / Help.

Note: If the transactions selected for payment in step 1 require authorization, this authorization must be received before the payments are produced by step 2.