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Single Supplier Payment Processing

Caroline Buckland Updated by Caroline Buckland

Single Supplier Payment Processing

Typically, suppliers are paid through an automated payment run. However, in some cases, a supplier might be missed or require a separate payment. To understand the process for handling these exceptions, follow the steps below

Access the following menus:

Accounts Payable>AP Processes>Payment Processing>Schedule Maintenance

Use the Insert icon.

Enter the following mandatory parameters.

  • Due Date
  • Payment Method – that is attached to the supplier you want to pay
  • Pay Code - that is attached to the supplier you want to pay

Other fields are available that can be used as part of the selection process.

Select Save once complete.

A message will be displayed to indicate the new schedule created.

Exit from the screen using the Exit icon until you access the Payment Schedule list, the new schedule will be displayed.

Access the Suppliers: Amend button.

The following screen is displayed.

Select the Insert icon.

Locate the supplier you need to pay, either enter the supplier code or use the prompt to search for the supplier.

Once the supplier is entered, select one of the following buttons.

More: Trans

All – will pull all transactions that are valid to be paid regardless of due date

Due – will pull only transactions that match the due date entered.

Once the button has been selected the following screen will be displayed.

Select which transactions to pay.

Or select each transaction in turn by using the right click action and selecting either:

  • Pay
  • Amend and Pay
  • No Pay

Once complete select the Save button.

More Suppliers can be added by selecting the Insert icon.

Or use the Exit icon to until you get back to the Payment Schedule List.

The status is now update complete.

Payment Request

This is the final stage of the payment run.

Within Schedule Maintenance, click on Pay: Request button.

The Bank Details will now be displayed as well as the Payment Date and Proposed Value, ensure that this is all correct.

Once checked, click on Save.

The payment schedule will have a new status of Unapproved. (note approvals may not be in use for your company.

A task is then sent to the approver(s) Example is in Task Manager, this could be email or diary message in Financials.

Approval

To approve the schedule, access the Schedule list screen.

Menu access:

Accounts Payable>AP Processes>Payment Processing>Schedule Maintenance, click on Search to retrieve the schedule.

Click on the Approval button.  The approver can view the details of the schedule and see which supplies have been PAID, NO PAY or DETAIL PAID.

Note: the approver cannot make any changes, they can only view the details of the schedule

When you are ready to Approve, click on the Approve button on the summary screen.

The status of the schedule is now Payment Requested.

The Payment Run can now be submitted by selecting the Update Ledger & Create Pay Files menu option.

Note: other payment schedules could be picked up with this process if they are at the correct stage of the processing 

This step will update the Supplier account and pay the transactions and enter a payment on to the supplier account, along with the valid GL postings. The remittance advices will also be created and automatically emailed where applicable. The BACS file will also be created.

Note: running this process will pay any payment schedule that has a status of Payment Requested

To access the Update Ledger & Create Pay Files screen: Accounts Payable – AP Processes – Payment Processing – Update Ledger & Create Pay Files

Click on Submit.

Click on Submit again on Confirm Submit.

CLDAPPY2

AP Schedule Payment – Makes the Payments and sets the Payment Date.

AP Payment Production – Sends BACS File to Cloud Files and creates Remittances.

GL Summarised – GL Postings & Bank Rec Cash Entries made.

If you go back to Schedule Maintenance, the Schedule Status will now show as ‘Complete Awaiting Deletion’.

Files Management

Retrieve the BACS File from Files Management, this can then be imported into the bank. The file can be downloaded from here.

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