Automatic payment program

To process a payment proposal select Payments from the drop down menu shown below or put F110 in the easy locator box.

You then need to complete each tab on the following screen.

Run Date Identification Posting date Docs entered up to

This should be todays date. This is a unique identifying number. It can be alpha numeric 5 characters long use your initials and 01. Enter the date of the cheque run Enter the current date to ensure all invoices are picked up.

Select the parameter tab.

The dates will come through from the first screen automatically so click into the company codes box and use the drop down list to select the company or enter the number if known. You must then select the payment method C for Cheque, B for BACS etc. There is a look up here if required. You also need to enter the next payment date so the system can calculate all invoices due before this time. Finally enter the supplier numbers. Unfortunately there is no look up available here so you need to know these before starting the payment run.

Click onto the free selection tab. In order to stop any invoices being paid that have been blocked we must enter the field name here to exclude. Use the look up to select the Field

Put a tick in the exclude values box and type H in the values box.

Click onto the Additional log tab and place a tick in items 1, 3 and 4. You also need to put in the vendor numbers again.

Then click onto the printout/data medium tab and select the variant for ZRFFOUS_C. There is a look up available here, choose R6806-0403 (only option).

When all the parameters are entered go back to the status tab and you should receive the following message

Select yes and you should get a message at the bottom of the screen to say the details have been saved.

You will also get a proposal button appearing at the top. Click on this button.

Ensure you tick the start immediately box then press the green tick.

The following screen will appear confirming the proposal is running.

Press enter. The screen will change and new options will appear.

Select the display proposal icon

The system will pull through any payments ready to be made and also any problematic vendors which are shown as exceptions. You can then double click on any of the lines to drill back into the detail of each payment and see how its made up.

This shows the account as an exception because invoices are due but the balance on the account is a debit due to an unallocated payment. This would be ignored for the payment run unless you go back to the vendor and put the payment on hold and run the proposal again. To exit this screen press

Other error messages appearing in the test system mainly relate to the payment type not being set. This should not occur in the live system but if it does see Nigel and he can fix this issue.

If you need to make changes to the payment run as mentioned above you will then need to run it again. You can either set up a new run with a new ID or delete the current proposal as follows:-

Select Edit, proposal and then delete. Or press F6.

The system will then ask you if you want to delete the proposal. Press Yes.

You can then make any changes to vendor documents/accounts and run the proposal again. Press

Once you are happy with the proposal select the payment run option.

You will get the same option screen for run time. Dont forget to tick start immediately. Press the green tick.

Press Enter.

The screen will show the posting order has been generated and you can again review the proposal. Press

I have made no changes so the proposal is the same. Press exit. To print out cheques and remittances. Select the print

to

You can rename the job or simply add 1 at the end and press the green tick.

To print the cheques and remittances select system and Own Spool Requests as shown below.

The system will show all spooled reports for the last 8 days. You will have two files to print as the system has been set to print cheques for all vendors with less than 10 items to be paid and then a remittance advice and one cheque for any larger vendors. Tick the relevant spool files on the left hand side and press the print icon. The cheques will print to the colour printer so make sure youve put them in the tray first. The remittances will print to the other printer. Press to exit back to the main menu.