Initiating a Payment Run

Payment Run (PYR) is used to settle selected outstanding transactions on creditor/payables accounts and on client accounts with a credit balance. It can trigger the creation of the necessary payment documentation, for example in the form of remittances and cheques. It can also produce a bank transfer file for electronic transmission. You can optionally use Payment Selection and Review (PYS) to initially select transactions for payment and save them in a payment set, before sending them to the payment run.

Prior to initiating the payment run, if physical payment documents are to be printed which include a system generated transaction reference number, for example a cheque number, you should ensure the correct numbers are assigned. For example, if you are printing cheques on pre-printed cheque stationery, you must ensure the system begins with the correct cheque number.

The following steps are required to initiate the Payment Run:

Select Payment Run (PYR) from SunSystems.

Note: You are warned if unposted journals exist on the Held Journals File. To review the held journals, select No at the continue prompt to display the Ledger Entry Held Journals form (LEH). Otherwise, click Yes to continue with the payment run regardless.

Select the payment profile and press Enter.

The payment profile details appear on the form and any run time selection are also displayed.

Note: A warning appears if the payment documents for the previous payments generated using this payment profile have not been printed using the Final Print option. If you choose to continue they will be overwritten by the payment details generated for this payment run.

Enter the following payment run form details:

Any run time selection criteria requested by the payment profile, and press Enter.
The ledger posting account details and press Enter.

If the payment method is Bank, the Payment Run Bank Transfer dialog appears and you must enter the bank transfer file details.
From the Action menu select Amend Consolidation if you want to consolidate the payment transactions or want to enter analysis codes for the payment transaction.
From the Action menu select Amend to alter any of the payment run selection details if necessary.
From the Action menu select Print to initiate the payment process.

Note: If the Authorization facility is enabled and some of the transactions selected for payment require authorization, the Authorization Batch Comments dialog is displayed. The transactions are placed in an authorization set and are sent for authorization. The payment processing for these transactions is suspended until the transactions are authorized. When they are authorized the remaining steps are carried out automatically.

If the transactions do not require authorization, or if they have been authorized, the payment process continues as follows:

The Document Format Runtime Parameters form is displayed, to allow you to control the production of the payment run details report. Enter the options as required and click OK.
The payment profile is checked for its Currency Rules settings, as the payment may require conversion for one or more of the currency values. Depending on the setting of the Override Rates option, the Currency Rates Override form may be displayed. If so, verify the exchange rates shown for each currency; modify any as required, enter the Realized Gains/Losses Account(s) and click Print.
The payment process begins. The payment run details report is produced; the postings are generated if the Post Transactions option is set to Yes, and the payment files are produced if appropriate.
If the Post Transactions option is set to Yes and payment documents are required, the Payment Documents form is displayed. This is used to produce the physical payment documents, for example remittances and cheques.

Note: If the Withholding Tax facility is in use and Withholding Tax transactions fail to post during the Payment Run, they must be imported manually using Ledger Import. Once posted successfully Payment Run can be initiated again.