What Payment Documents are Available?

SunSystems Financials includes predefined payment documents for cheques and remittance advice notes. These are formatted using the SunSystems (SRS) Report Designer which means they can be tailored to your individual organization's requirements. In addition, you can use Report Designer to produce your own payment documents.

A document format is required for each payment document to identify the report executable (.srdl) and set the print request options and defaults. The following document formats identify the predefined payment documents.

Predefined Payment Document Document Format Single Payments Document Format
Remittances with Cheques attached APD3 APD-S3
Remittances with Bank File APD4  

These document formats use the SRS example reports; however, it is recommended that you design your own reports for payment documents using Report Designer, to incorporate your organization's requirements and stationery constraints, and so on. You can base your report formats on the SRS example reports.

The document formats listed above can be used to print the payment documents for payment runs with a Payment Method of Cheque, Bank or Other.

The single payment document format can be used for payment runs with a Payment Method of Single Payment. This payment method is used to make miscellaneous payments. These single payment document formats obtain the payee name from the description field on each transaction. See 'How is the Payment Method Used?'.

Single payment runs produce a separate payment for each transaction selected for payment, rather than for each account.

Remittance Advice Details

The predefined, standard remittance advice identifies the supplier or customer name and address, your organization name and address, the account code and name, and the remittance date at the top of the advice. It then lists the transactions included in the payment. For each transaction it prints the transaction date, transaction reference, description, debit or credit amount. Finally, it prints the total payment amount.

If the payment has been produced in the transaction currency, the remittance advice prints the transaction currency amounts and identifies the currency alongside the payment total. If payments have been produced in different currencies for the same account, separate remittance advice notes are printed for each currency.

Note:  Your organization's name and address is taken from address code 0000000000 which is defined using Addresses (ADD).

Separate Remittances and Cheques

If you require separate cheques and remittance advice notes, use Report Designer to create the two separate report formats, based on the FPPD1.srdl example report. Then, you must create two new document formats, one for cheques only and the other for remittances only.

You should print the remittances first by running Payment Documents (PYD) with your first new document format. This will print remittance advice notes for all of the accounts selected for payment in Payment Run (PYR). This includes remittances for any accounts where the transactions selected for payment resulted in a zero or debit (negative) balance.

After you have printed the remittances, you should print the cheques. You should run Payment Documents (PYD) selecting your second new document format, and choosing the Reprint and Final Print options.

Combined Remittances and Cheques

If you are using remittance stationery with a tear-off cheque portion, the default SunSystems combined cheque/remittance format prints the cheque immediately below the associated remittance. If an account has a zero or debit balance, VOID is printed over the cheque portion.

If a remittance runs over more than one page, VOID is printed over all the cheques except the last. You should destroy these cheques, and any used for alignment of the stationery in the printer.

Cheque Details

The cheques produced by the default payment documents referenced above use a predefined, sample cheque layout. This layout prints the payment (document) date followed by the supplier name. Beneath this it prints the cheque amount in words and then as a number.

If a payment document reference number, for example cheque number, is being printed this appears on another line below the value line.

When the cheque amount is printed as a value, asterisks are printed before and after the numbers for security, for example **43,511.65**.

To print the amount in words the value is converted into the following factors of ten and it is assumed that these factors are preprinted as headings on the cheque stationery:

  • Hundred Millions
  • Ten Millions
  • Millions
  • Hundred Thousands
  • Ten Thousands
  • Thousands
  • Hundreds
  • Tens
  • Units
  • Decimals.

The amount that applies to each factor of ten is printed in words, except the Decimals which are printed as a number.

For example, a value of 43511.65 is printed as follows: Zero Zero Zero Four Three Five One One 65.

Note:  You can use document format APD4 to output the cheque details to a separate text file. For example, you may want to use this file as input to a specialized cheque printing package. The default settings for the text output from APD4 assume that Post Single Transaction to Payment Account is set to Mandatory within Payment Profiles (PYP) and this is required for accurate content. The format of the text file, and its name and location are all determined by Report Designer.