Using Payment Collection Run

Profile Code

The Payment Profile code that determines the selection criteria for the payment collection run. It also determines any run time selection criteria required. This code is defined using Payment Profiles (PYP). The payment profile must identify a Payment Method of Bank or Other, and the Payments/Debits field must be set to Collections.

Post Transactions

Select Yes to generate and post the payment transactions, produce a payments file, set the allocation marker to Paid on the selected transactions, produce the payment run details report and optionally produce a bank transfer file. If provisional postings are optional, you can choose to post the transactions as provisional. If this option is mandatory, then the transactions are always posted as provisional.

Select No to only produce the payment run details report showing the items selected for collection.

Suppress Report Transactions

Select this option to summarize the transactions on the payment run details report. If this option is not selected, the payment run details report shows the payment and discount allowed on individual transactions. If this option is chosen, a summary report is produced showing the total amount selected for collection from each account.

Base Date for Collection

Transactions are selected for payment collection if their due date is on, or before, the date entered in this field.

Collection Date

The date to be used as the transaction date for the debit transactions generated during this run. The default is today's date.

Posting Period

The period to which the transactions generated during this run are to be posted. The default is the current period.

Selections 1-5 From/To

Up to 5 run time selection criteria may be displayed. These criteria are determined by the payment profile as defined using Payment Profiles Setup. For example, you may be asked to enter a range of accounts and journal sources. A transaction must meet all of these selection criteria to be included in the payment collection run.

Bank Details Code

The bank details record, as set up in Bank Details (BNK), for your own bank account. When you enter a valid bank details code, the Collection Account field (below) displays the relevant chart of accounts record for your bank account.

This field is mandatory for collections where the Payment Method is set to Bank on the payment profile. If there is no Bank Details Code on the payment profile, and the Payment Method is set to Bank, then you must enter it here.

Bank Subcode

The subcode, if used, on the bank details record identified in the field above. Otherwise leave blank.

Collection Account

The chart of accounts code to which the balancing, bank transactions for the collections are to be posted. It would normally be a bank account. You cannot select a memo account. This account can be set on the payment profile.

If you are collecting payments in more than one transaction currency, the Collection Account identified for each currency in Currency Codes (CNC) is used. If a collection account has not been defined for a currency, the account you enter here is used.

Collection Account

The chart of accounts code to which the balancing, bank transactions for the collections are to be posted. It would normally be a bank account. You cannot select a memo account. This account can be set on the payment profile.

If you are collecting payments in more than one transaction currency, the Collection Account identified for each currency in Currency Codes (CNC) is used. If a collection account has not been defined for a currency, the account you enter here is used.

Specify this information:

Bank Payments Processing Date

The date on which the settlements are to be processed by the bank. You cannot select a date earlier than today's date. In the UK BACS normally requires a date not less than two days earlier and not more than 40 days later than the date of transmission. This date can be reset or overwritten at the time of transmission.

Default Bank Transaction Ref

This reference indicates the reason for payment. The customer's bank details can hold a reference. If it does not, the reference entered here is used. You can leave this field blank. A reference is not mandatory in the UK for BACS.

Ledger Payment Reference

You can enter a reference in this field which is applied to all transactions posted to the collection account. There is no validation check on the reference entered. You can leave it blank.

Single Payment Check this check

Check this check box if you want to generate a single transaction to each collection bank account for the receivables collected in this run. This option is necessary if you want to use consolidation to set or consolidate analysis codes on the collection bank account transaction, as described below.

Leave this check box unchecked if you want each account paid to be recorded as a separate transaction in the collection account.

Note:  If you use this option you cannot use Payment Voiding to cancel a receipt from a single customer.

Bank File Identifier

This code is used as the file extension to the Bank File Name to identify the file for this run. This defaults to the bank file identifier that was specified in the previous run with the same payment profile. If this is the first run with this payment profile, it defaults to the bank file identifier specified in the profile, unless that is blank, in which case it defaults to '01'.

Bank File Name

By default, this option is display only, showing the file name of the bank transfer file, including the business unit code and the bank file identifier as the extension. If a file of this name already exists, you are warned of this and given the choice to overwrite the file or to cancel the Payment Collection. Do not overwrite the file unless you are certain it has been transferred successfully.

If this field is activated, you can enter a different path and file name for the bank transfer file. The path can be a local drive, for example, c:\folder\, or a network location, for example, //computer01/output. Network paths are not case sensitive, and can include '/' forward slashes or '\' back slashes. The file path/name you enter is retained as the default for the next bank collection using this payment profile.

Note:  In order to enter a file path/name during payment collection run, this field must be activated on the Payment Collection Run Bank Transfer form. To do this, use Form Designer (FRD) to open the SAGD44 form; click the Bank File Name control, and set the Enabled property value to True.

• Debtor / Client Analysis Codes consolidation
• Bank Analysis Codes consolidation.

Both types of consolidation refer to ledger analysis codes on the transaction lines generated by Payment Collection Run, and are described below.

You can also use Business Rules to set or validate analysis codes on the generated transactions. To do this, create an Event Profile that checks for a Function Code of Payment Collection Run, and use a Call Point of either 00015 Populate or 00016 Validate Analysis on System Generated Transactions.

Analysis Dimensions

The Payment Collection Run Consolidation form lists the analysis dimensions assigned to the ledger. You can use this form to split the payment transaction for the receivables/debtor account according to the analysis codes on the original transactions, or to apply new analysis to the payment collection transactions.

Leave all of the analysis dimensions blank if you want to generate and post a single consolidated payment collection transaction to each receivables/debtor account for the total amount collected from the debtor in this run. This is the default option.

Enter '..' against an analysis dimension to generate payment collection transactions with the same analysis codes (for that dimension) as the original receivable transactions being collected. This means that there could be several payment collection transactions generated for a given debtor, if the original transactions in the debtor account contain various different analysis codes for a dimension. These analysis codes are also automatically entered on the corresponding bank account transactions, providing you are not using the Single Transaction to Collection Account option (described above). Alternatively, you can enter a specific analysis code for a dimension in order to set that code on the generated payment collection transactions.

Note:  You cannot use this feature for transaction sequence or daybook codes.

Consolidate Hierarchy

If a principal to principal hierarchy has been defined on the transactions select this option to consolidate the transactions at each level of the hierarchy.

Analysis Dimensions

The Payment Collection Run Consolidation form lists the analysis dimensions assigned to the ledger. You can use this form to assign analysis codes to any exchange gain / loss transactions generated by currency payments.

Leave all of the analysis dimensions blank if you want to post a single consolidated transaction for each exchange gain/loss difference generated. This is the default option. Alternatively, you can enter a specific analysis code for a dimension in order to set that code on any exchange gain / loss transactions.

Note: You cannot use this feature for transaction sequence or daybook codes.

Consolidate Hierarchy

If a principal to principal hierarchy has been defined on the transactions select this option to consolidate the transactions at each level of the hierarchy.

The purpose of this function is to allow the setting of analysis codes on the bank account transaction where Single Transaction to Collection Account is defined on the Payment Profile (PYP) or set on the Payment Collection Run Bank Transfer form.

Analysis Dimensions

The Bank Analysis form lists the analysis dimensions assigned to the ledger. You can use this form to determine analysis on the bank transaction, where the Single Transaction to Collection Account check box is checked on the Payment Collection Run Bank Transfer form (as described above).

Leave all of the analysis dimensions blank to generate and post a single consolidated transaction to the collection account for the total amount collected by this run. This is the default option, providing the Single Transaction to Collection Account option is set.

You can enter a specific analysis code for a dimension in order to set that code on the generated bank transaction(s).

Additionally you can enter '..' against an analysis dimension to generate bank transactions with the same analysis codes (for that dimension) as the debtor / client side of the collection transaction. In this case, it is possible for several bank transactions to be generated, according to the common groupings of analysis codes.

Note:  If you enter'..' for an analysis dimension, in order to copy that dimension's analysis codes from the debtor / client transaction lines you must first enter an option for the dimension on the Payment Collection Run Consolidation form for Debtor / Client Analysis Codes. To do this, click Amend Consolidation, as described above.

Consolidate Hierarchy

If a principal to principal hierarchy has been defined on the transactions select this option to consolidate the transactions at each level of the hierarchy.