Using Additional Payment Processing Options

This chapter provides an overview of additional payment processing options and discusses how to:

Use express payments.
Record manual payments.
Use the Manual Payment Creation process.
Cancel payments.
Escheat payments.
Forecast payments.
Perform the bank transfer charge process.
Process reschedule payments.

Understanding Additional Payment Processing Options

The payment process routine should satisfy your business needs, but there may be times when you need additional options. If you need to print a check immediately, for example, you cannot wait for the next pay cycle run. For this reason, Payables provides additional payment processing options.

This section discusses the following:

Express payments.
Manual payments.
Manual payment eligibility requirements.
Payment cancellation.
Payment escheatment.
Payment forecasting.
Bank transfer charge process.
Reschedule payments process.

Express Payments

Payables express payments enable you to create payments quickly outside of your regular payment cycles. Vouchers must be entered into the system and be approved for payment before you can create an express payment. Express payments offer you a lot of flexibility on paying your vendors on demand. You can pay a single voucher or you can search other vouchers for that vendor and select only those that you want paid. If there are multiple payment schedules within a voucher, you can select all or just the payment schedule numbers that you want to pay.

In addition, you identify the payment details, such as the date that prints on the check, and the number of the check. You can use the system generated number, NEXT, or define the reference number yourself. You can also specify the bank information and pay method associated with the express payment.

You can also enter a voucher and record a manual payment at the same time.

Important! Express payments do not support overflow advice.

Manual Payments

There are two ways of creating manual payments in Payables:

Using the online voucher entry component.
Using the Manual Payment Creation feature.

Manual Payments Using Online Voucher Entry

When you record manual payments in the online voucher entry component you create a voucher for the payment just as you would for a normal invoice and select Record as the payment Action on the Payments page. Basically, you create a voucher and a payment for that voucher simultaneously, but the system does not generate a check or other payment form.

Payment posting, reissuing, closing, and voiding all work the same as they do for payments created with the pay cycle.

Manual Payments Using the Manual Payment Creation Feature

Using the Manual Payment Creation feature, you create a payment, but you apply it to existing vouchers rather than creating a voucher specifically for the payment. The Manual Payment Creation feature enables you to track manual payments in your Payables system by creating manual payment worksheets and applying one or more vouchers to them. For example, if you write a check to a vendor outside the system, you can record that manual payment in Payables and apply vouchers for that vendor against the payment so that your balance with the vendor reflects the manual payment.

Payment posting, reissuing, closing, and voiding work the same as they do for payments created with the pay cycle.

Manual Payment Methods Compared

These features provide different benefits. Decide on a case by case basis which feature meets your business needs.

Manual Payment Creation Process	Recording Manual Payments Using Online Voucher Entry
Enables you to associate multiple scheduled payments for multiple vouchers.	Enables you to associate only one scheduled payment for one voucher.
Once you save the manual payment, you cannot delete it. You can, however, cancel the manual payment using payment cancellation.	You can toggle back and forth between the Record and Schedule options on the Voucher - Payments page. If you decide not to record the payment, you can switch from Record to Schedule and the system deletes the payment from the PAYMENT_TBL at save time.
Payments are not created in the PAYMENT_TBL until they are fully applied. This means that you can only create a manual payment for amounts equal to existing scheduled payments, or the sum of two or more scheduled payments. For example, if you create a payment for 5000 USD, but you only have voucher scheduled payments for this vendor equal to 4500 USD, you cannot fully apply the manual payment and therefore the payment cannot be created. Likewise, if you have one scheduled payment equal to 4000 USD and another equal to 2000 USD, you cannot partially apply either of the scheduled payments and cannot fully apply the manual payment. You can, however, save the manual payment worksheet and modify it later. When you save the worksheet, Pay Cycle Manager and Express Check bypass any voucher checked for select on the Apply Vouchers page of the worksheet, so that those vouchers remain available for application to manual payments. When you create the worksheet, it is inserted into the worksheet tables APD_MANDFT_SRCH and APD_MANDFT_WS. Once you successfully create the manual payment in PAYMENT_TBL, the system deletes the worksheet data from the worksheet tables.	Payments selected as Record are created in the PAYMENT_TBL at save time, as long as the amount of the payments entered adds up either to the gross amount or to the gross less the discount, as specified on the Invoice Information page.

Withholding On Manual Payments

In Payables, you can elect to calculate withholding at payment time or at voucher posting time via a setting on the withholding entity. This withholding calculation setting appears by default onto the voucher. If withholding for a voucher is set to be calculated at payment time, users with the appropriate authority can override this setting to have withholding calculated at voucher posting time.

In the case of manual payments, the system invokes the withholding calculation routine for any payments applied to withholding applicable vouchers. The withholding reporting tables are updated accordingly.

On the Create Manual Payment page, you can apply manual payments to vouchers that have already had withholding calculated at voucher posting time. If the Withholding Calculated field is selected (the default setting), the system allows you to apply manual payments to vouchers that are set to withhold at voucher post and have been posted.

You also have the option of clearing this check box, in which case the system allows you to apply manual payments to all withholding applicable vouchers for the remit vendor, regardless of whether or not withholding has been calculated. The only exception are vouchers requiring withholding calculation at voucher post that have not been posted as of yet. In this case, the system does not physically withhold, but does update the withholding reporting table with the applicable withholding transaction amount for reporting purposes.

See Also

Recording Manual Payments

Using the Manual Payment Creation Process

Scheduling and Creating Voucher Payments

Processing Withholding in Payables

Manual Payment Eligibility Requirements

Scheduled payments are only available for application on the Apply Voucher page, if they meet certain eligibility requirements:

Voucher Style: Regular, Register Voucher, Reversal Voucher, Third-Party Voucher, or Adjustment Voucher.

Prepaid vouchers are not eligible.
Voucher: Approved, budget-checked, and postable.
Scheduled Payment: No netting and no payment hold.
Match status: Matched and no match.

Note. If you select the Pay Unmatched Voucher option on the Procurement - Payables Online Vouchering page, vouchers with the following match statuses are also available for payment: manually overridden, match dispute, match exceptions exist, overridden - credit note, and to be matched.

Business Unit and Currency Considerations

Depending on your setup, the list on the Apply Voucher page may contain scheduled payments from multiple business units with multiple payment methods or multiple payment currencies.

If you select the Do not mix payment across BU option for the selected vendor on the Payables Definition - Definition page, the list contains scheduled payments for other business units, but you can only select and apply scheduled payments that have the same business unit.

If the vendor has scheduled payments with different payment currencies, the system converts the amount to the currency of the manual payment and displays it in the Paid Amount field. At save time, if the payment amount is fully applied, the payment is created and scheduled payments are updated with appropriate paid information, converted currency amounts, and status.

See Also

Defining Payment Options

Payment Cancellation

With Payables, you can record:

Stop payments: Checks that you have already sent out for which you have asked the bank to stop the payment.
Void payments: Payments that you decide to cancel before you send them out.

The system automatically reconciles a voided payment.

Payables backs out all payment information for the vouchers affected by a canceled payment. You can optionally reopen or close those vouchers the next time that you run voucher and payment posting. If you reopen vouchers for payment, you can specify whether to pay the same amount or to recalculate the payment amount.

You can only cancel reconciled payments if you have the Federal Payments feature enabled. If you do not have this feature enabled, the Payment Cancellation Search page only returns unreconciled payments.

Important! You cannot cancel prepayments, nor can you cancel a payment if it is for a regular voucher that you have applied to a prepayment.

When you cancel a payment, select one of two processing options to create the necessary accounting information:

For canceled payments marked with the Do Not Reissue/Close Liability option, run both the Payment Posting Application Engine process (AP_PSTPYMNT) and the Voucher Posting Application Engine process (AP_PSTVCHR), which creates accounting entries from both payment-related transactions and vouchers.
For all other canceled payments, run the Payment Posting Application Engine process (AP_PSTPYMNT), which creates accounting entries from payment-related transactions.

Payment Cancellation and Financial Gateway

When you cancel payments that are settled through Financial Gateway, the system creates and sends a cancel payment message to Financial Gateway.

To cancel a payments settled through Financial Gateway, the payment's settlement status must have a value of Error, Hold, or Loaded.

The system handles Financial Gateway payment cancellation in one of two ways, depending on if the payment is processed or not. Assuming that a payment is pending processing—meaning, it has a Loaded status in the Financial Gateway staging tables—one of the following two scenarios happens:

If Financial Gateway receives the cancellation message in time, it removes the payment from the staging table and sends it back to the Payables system. Payables then updates the payment's status to Canceled.
If Financial Gateway does not receive the cancellation message in time—meaning, Financial Gateway is currently processing the payment—the system prevents payment cancellation, even though payment displays only a Loaded status. In this scenario, Financial Gateway sends an error acknowledgement message to Payables. Until Payables receives another message and updates the payment status to Paid, you cannot cancel the payment.

Financial Gateway payments can also be out of synchronization (“out of sync”) between Financial Gateway and Payables. This occurs when you attempt to reverse (or undo) a canceled payment, as no message is sent to Financial Gateway to keep the systems synchronized. The system displays a warning message when you try to save these types of reversed canceled payments.

See Also

Canceling Payments

Understanding the Voucher Posting and Payment Posting Processes

Payment Escheatment

Occasionally, an organization issues a check to a vendor, but the vendor does not deposit it. Perhaps the vendor goes out of business. Whatever the reason, the check becomes stale-dated. In rare cases, a stale-dated check must revert to the state if no legal heirs or claimants exist.

When users identify a check as stale dated, it is informational only. When users decide to escheat a stale-dated check, they must return to the Payment Escheatment page and select Escheated instead of Stale Dated Payment.

Payables enables you to reclassify the stale-dated check to an escheat liability account by debiting cash and crediting escheatment liability. When users escheat payments, they enter an escheatment date. The system uses the date to control the accounting date for the escheatment entry.

Payment posting treats an escheated payment like a voided payment except that there is no option to close or restate the voucher liability.

When you escheat a payment, you then select options to run the just the Payment Posting Application Engine process (AP_PSTPYMNT), or both the Payment Posting Application Engine process and Journal Generator Application Engine process (FS_JGEN).

Running only the Payment Posting Application Engine process creates accounting entries that reverse the cash entries to an escheatment liability account, which users predefine on the Accounting Entry template. The system records the escheatment liability account to the vouchering GL business unit and the cash entry to the bank's cash GL business unit. If they are different business units, the system generates InterUnit entries.
Running both processes does the accounting entry work (discussed in the first bullet point) and also creates the General Ledger journals.

See Also

Escheating Payments

Understanding the Voucher Posting and Payment Posting Processes

Using Journal Generator

Payment Forecasting

Payables provides payment forecasting, which enables you to view expected cash disbursements over a longer time span rather than the next pay through date.

See Also

Forecasting Payments

Bank Transfer Charge Process

Payables provides bank transfer charge processing for businesses in which vendors are often responsible for the bank transfer charge that is deducted from the payment. The system automatically calculates and creates electric funds transfer (EFT) payments and creates reports of bank transfer charge transactions.

The bank transfer charge process calculates the actual payment amount by deducting the bank transfer charge from the payment amount in cases when the vendor pays the charge. This operation is processed only for EFT payments and takes place within the pay cycle. The system generates the EFT file using the adjusted payment amount. The applicable amount of the bank transfer charge is defined in the bank transfer charge code and identified by the combination of bank and file layout. Alternatively, the amount of the charge can be a unique specified amount at the vendor location. This process is enabled at the bank and vendor location levels.

Bank Transfer Charge Autodeduction

If you enable the bank transfer charge option, the system creates a transaction for the charge during the pay cycle, and generates the accounting entry for the charge at the payment posting.

Consider the following during autodeduction:

Calculation basis.
Separate payments, pay groups, and mixing with other business units.
Canceling payments.
Non-EFT payments.

Bank Transfer Charge Calculation Basis

When you enable the bank transfer charge option using the Bank Transfer Charge table, the system calculates the amount of the charge based on the payment amount.

Separate Payments, Pay Groups, and Mixing with Other Business Units

The bank transfer charge is calculated based on the payment. If one voucher has the Separate Payment check box selected on the Voucher component (VCHR_EXPRESS), the bank transfer charge of this payment is calculated separately from other payments.

The process is the same for calculations based on the pay group. When the payments are grouped using group IDs, the charge is calculated for each group ID.

In the same manner, if one business unit has the Do Not Mix with other Units option selected on the Payables Definition component (BUS_UNIT_TBL_AP), and if payment for this business unit is made separately, the bank transfer charge is also calculated separately based on the payment amount of the business unit.

On the other hand, if one business unit has the Do Not Mix with other Units option disabled (which means that the transactions of this business unit can be paid with the transactions of other business units), the bank transfer charge is calculated based on the payment amount that includes the transactions of other business units.

Canceling Payments

The accounting entry for a bank transfer charge suspense is created during payment posting. At this point, the gross amount is divided into two parts: the actual payment and the bank transfer charge. If this payment is canceled, reverse accounting will generate for all entries, including the bank transfer charge.

Non-EFT Payments

The bank transfer charge is processed only for EFT payments. (EFT does not include Draft EFT and Giro EFT.)

Important! If there are any setup steps missing, the bank charge is not deducted. For instance, if vendor location is set up to use the Bank Transfer Charge table, but the table was not found during the payment process, the pay cycle completes without errors and the bank transfer charge is not deducted from the payment amount. In this case, a message is logged to the Process Monitor.

Reschedule Payments Process

Rescheduling payments is a common business process in some countries. The Reschedule Payments Application Engine process (which includes both the AP_SMT_SEL and AP_SMT_SPLIT Application Engine processes) provides the functionality in Payables.

To run the Reschedule Payments process, first set up reschedule payments conditions—which define agreements between you and vendors—and reschedule payments options for vendors—which associate vendors with the Reschedule Payments process.

Generally, reschedule payments is a settlement method that profiles the payment methods, conditions, and amounts, depending on the total number of transactions in a certain period of time.

In some countries, such as Japan, customers usually do not issue a payment to their vendors for each transaction. Instead, the vendor summarizes the transactions and charges for the total amount of the transactions based on prior agreements. The vendor summarizes the transactions and charges for the total amount of the transactions. Then, the customer issues a payment to the vendor on a specific date. Suppose that you made an agreement with a vendor to issue a payment on the 20th day of the next month for all transactions in that month. The vendor charges you for the total amount of transactions in the month, and you issue a payment on the 20th day of the next month. The period of time for transactions is usually one month, which can start on any day (the 1st, 15th, 20th, 25th, and so forth).

Split Multiple Payment Terms diagram

Different payment conditions and methods are applied depending on the total amount of the invoices, as illustrated by the following examples.

Example 1

If the total amount of the invoices is less than or equal to 10,000,000 JPY, pay in EFT at the end of the next month. If the total amount of the invoices is over 10,000,000 JPY, pay in customer initiated draft at the end of the next month.

Example 1

Example 2

You could choose to reschedule the total amount of invoices and apply different payment methods and conditions to each amount.

If the total amount of the invoices is less than or equal to 10,000,000 JPY, pay in EFT at the end of the next month. If the total amount of the invoices is over 10,000,000 JPY, reschedule the total amount into portions of 60 percent and 40 percent. Then pay the 60 percent amount in EFT at the end of the next month and pay the 40 percent amount in customer initiated draft at the end of two months.

Example 2

Example 3

In a more complicated scenario, you might run the Reschedule Payments process several times in a certain period of time.

Run it on the 15th and at the end of the month. On the 15th, reschedule the total amount of the invoices into two portions: pay in EFT for 60 percent, and then pay in customer initiated draft for 40 percent with a due date of the 10th of the next month. At the end of the next month, you pay the sum of the amount corresponding to 40 percent in the previous process and the amount of the invoices that come after the 15th in customer initiated draft.

Example 3

Processing Vouchers with Reschedule Payments Processing

For example, you run the Reschedule Payments process twice every month (on the 15th and at the end of the month) for the vouchers with due dates in the month that you run it. Use the 10th as the basis date when you run the Reschedule Payments process on the 15th and use the 20th as the basis date when you run it at the end of month.

The total amount of vouchers for a vendor that you process with the Reschedule Payments process is 15,000,000 JPY on 7/15/2003.

In this case, the Reschedule Payments process reschedules the total amount into portions of 60 percent and 40 percent because the basis date is 7/10/2003. For vouchers for 60 percent (9,000,000 JPY), the end of the month (7/31/2003) is set as the payment condition and EFT is set as the payment method. For vouchers for 40 percent (6,000,000 JPY), the end of the month (7/31/2003) is set as the payment condition, customer initiated draft is set as the payment method, and MONT3 (10/31/2003) is set as the draft sight. The system recalculates the due date, scheduled pay date, and draft maturity date based on the basis date of 7/10/2003.

New vouchers worth 14,000,000 JPY are entered after 7/15/2003. Because the Reusable check box for vouchers for 40 percent (6,000,000 JPY) was selected in the previous process, the vouchers worth 6,000,000 JPY plus newly entered vouchers worth 14,000,000 JPY are processed by the Reschedule Payments process this time. Therefore, the vouchers worth 20,000,000 JPY are split into portions of 50%, because the basis date is 7/20/2003. For vouchers for one half (10,000,000 JPY), the 10th of the next month (8/10/2003) is set as the payment condition and CHK is set as the payment method. For vouchers of the other half (10,000,000 JPY), the 10th of the next month (8/10/2003) is set as the payment condition, the customer initiated draft is set as the payment method, and MONT3 (11/10/2003) is set as the draft sight. The due date, scheduled pay date, and draft maturity date are recalculated based on the basis date of 7/20/2003.

See Also

Processing Reschedule Payments

Using Express Payments

This section discusses how to:

Create express payments.
Review express payments.

Pages Used to Create and View Express Payments

Page Name	Object Name	Navigation	Usage
Express Payment	PYMNT_EXPRESS	Accounts Payable, Payments, Express Payments, Create Express Payment, Express Payment	Create a payment for one or multiple vouchers for one specific vendor.
Express Payment Manager - Pay Cycle	EXP_PYCYCL_MGR	Accounts Payable, Payments, Express Payments, Manage Express Payment, Express Payment Manager - Pay Cycle Click the Create Payment button on the Express Payment page.	Review and process Express Payments. You can only review express payments being processed from the Express Payment Manager.

Creating Express Payments

Access the Express Payment page.

Note. Multiple views of this page are available by clicking the tabs in the scroll area.

Note. Only one payment is created for the vendor, unless the Separate Payment option or the Do Not Mix Units options are selected. In those cases, more than one payment can be created to pay the vendor.

Payor

This group box displays the payor information. If you have multiple payments being paid for the same bank, it is possible that the payor could be different than what appears on the page.

Bank and Payee Information

The bank and payee information appears by default from the schedule payment selected on the Voucher - Payments page.

Payment Detail

Date	Enter the date that prints on the check.
Amount	Displays the amount of the payment, based upon the vouchers that are selected in the Select Voucher group box.
Reference	Displays the number of the check. NEXT indicates that the system generates the number, incrementing the reference number based on the last number that it used for a check in the specified bank account.

Bank and Payee Information

Once you select a bank setID and a vendor setID, the system displays the name and address of the bank and vendor information in this group box.

Bank SetID	Enter the bank setID, bank, and bank account from which the payment is drawn.
Payment Currency	Enter the payment currency.
Pay Method	Enter the pay method.
Vendor Set ID	Enter the setID, vendor ID, and address of the vendor you are paying.

Select Vouchers

On Hold	Specifies whether the payment scheduled is on hold. The holding option can be set manually or by a scheduled process. For example, the withholding process places those vouchers with withholding exceptions on hold.
Evaluate Discount Rate	Select for the system to compare where you receive the most benefit, such as paying a discounted voucher early and taking the discount or waiting for the due date and earning the interest income during that time.
Add All Vouchers	Click to automatically enter all outstanding payments for the vendor to this payment.
Create Payment	Click to generate a pay cycle with the name Quick 1 through Quick 9, and transfers you to the Express Payment Manager page to complete your check processing.
Server	Select from the available options. The prompt only shows servers that have a status of Running on the Process Monitor Server List page. The system performs validation before a process is initiated to ensure that Process Scheduler server is currently running.
Pay Cycle	Appears after you click the Create Payment button.

Note. If you reach a Quick 9 pay cycle you can process the existing express pay cycles and then create a new express pay cycle or use the regular pay cycle and select only those payments you want to process.

Main Information Tab

Select the Main Information tab.

Choose the payment schedules that you want to pay.

Unit	Enter the business unit for the payment schedule that you want to pay.
Voucher	Enter the voucher ID for the payment schedule that you want to pay.
Payments	Enter the payment schedule number associated with the payment schedule that you want to pay.
Payment Method	Displays the payment method for the payment schedule that you want to pay.
Invoice Number	Displays the invoice number associated with the voucher that you select.
Invoice Date	Displays the invoice date associated with the voucher that you select.
Apply Discount	Select to apply the discount to the payment.

Additional Information Tab

Select the Additional Information tab.

Gross	Displays the gross amount for the selected payment schedule.
Amount	Displays the payment amount for the selected payment schedule. This amount differs from the gross amount when there is a discount available.

See Also

Running and Managing Pay Cycles

Reviewing Express Payments

Access the Express Payment Manager - Pay Cycle page.

Note. Multiple views of this page are available by clicking the tabs in the scroll area.

Pay Cycle Status

Status	Displays the current status of the express payment pay cycle. Options include: New: The first time that the express payment pay cycle runs. Approved: Ready to run. express payments are preapproved by definition. Running: Currently running. Complete: Complete.
Refresh	Click to refresh the Express Payment Manager page to display the most current status. Some express payment processes must complete before the next process can start. While these processes are running, the status for the Express Payment is Processing. Click the Refresh button to update the page, so that you can view whether the express payment is ready to advance to the next step.
Pay From Date	Displays the scheduled pay date for the voucher payment schedule. If the scheduled pay date is between the pay from and pay through dates, the voucher payment schedule can be paid in the current express payment pay cycle.
Payment Date	Displays the date that prints on payments. It can differ from the pay through date.
Schedule Payments Selected	Displays the number of scheduled payments selected to be processed.
Summary	Click to access the Pay Cycle Summary Data page, where you can view summary information about scheduled payments by each bank account.
Details	Click to access the Pay Cycle Detail Data page, where you can search scheduled payments by different search criteria, such as business unit, invoice, or vendor ID.

Pay Cycle Reset

Server	Select a server from the available options.
Reset	Click to initiate a process to clear all of the scheduled payments currently being processed in the pay cycle. This link is active when payments are created, selected, and rejected. It remains active until the pay cycle has been Approved.

Pay Cycle Exceptions

Discount Lost

Opens the Lost Discount Alert page, so that you can review lost discount alert exceptions generated during pay cycle processing.

Withholding Exceptions

Opens the Wthd Exception (withholding exception) page, so that you can review withholding exceptions generated during pay cycle processing.

Discount Denied

Click to review and to override discount denied information.

If the bank interest earned on the net voucher amount is greater than the amount of the discount that you gain by paying early, the system issues a discount denied exception and the Discount Denied link becomes active.

Main Information Tab

Select the Main Information tab.

The Main Information and Additional Information tabs only show high-level information about the scheduled payments in the pay cycle. For detailed information about both electronic and nonelectronic payments, click the Summary and Detail links in the Pay Cycle Status group box.

Process	Click to initiate the next step of the express payment pay cycle.
Pay Status	Displays the current status for the pay cycle's bank account or payment method.
Instance	Displays the process instance for the latest process that you initiated for the bank account or payment method.
Bank and Account	Displays the bank and account that is being processed for the pay cycle.
Server Name	Select a specific Process Scheduler server from which to run the pay cycle Output process.
Output Type	Select this option to create your express payments in a file format. This is useful if the printer is not attached to the server that creates the checks. You may send the checks to a file and later copy this file to another machine where the check could be printed.
Output Destination	Specify the output file directory or the printer name for the output file creation. If the File check box is selected, the Output Destination field appears by default from the Server File Destination specified on the User Preferences - PayCycle page. You can override the default with a valid directory path, but remember that a meta string (such as %%OutputDirectory%%) is not permitted. You must specify a full directory path with a backslash at the end (for example: C:\TEMP\).

Note. Only the system check payment method is processed by express payment.

Additional Information Tab

Select the Additional Information tab.

Pay File	Displays the name of the payment output file that is created.
Form ID	Displays the Form ID specified on the bank account definition for the document formatting.
Positive Pymnt (positive payment)	This does not apply to express payment processing.
Copy Frm (copy form)	Displays the Form ID specified on the bank account definition for formatting check copy files.
First Payment	Displays the beginning payment reference number for the pay cycle.

See Also

Running and Managing Pay Cycles

Recording Manual Payments

This section discusses how to:

Record manual payments.
Assign special check numbers to manual payments.

Page Used to Record Manual Payments

Page Name	Object Name	Navigation	Usage
Voucher - Payments	VCHR_PAYMENT_PNL	Accounts Payable, Vouchers, Add/Update, Regular Entry, Voucher - Payments	Record a manually issued payment by changing the value in the Action field to Record.

Recording Manual Payments

To record a manual payment within the system:

Note. Both the Manually Schedule Payments option and the Record Payment option must be selected in the User Preferences - Payables Online Vouchering (OPR_DEF_TABLE_AP1) page in order to access the payment options section on the Voucher - Payments page.

See Defining Payables User Preferences.

Access the Voucher component.
Create a voucher for the payment.
On the Voucher - Payments page, select Man (manual) as the payment method.
Select Record as the payment action.

When you select Record, many fields in the component become unavailable for entry, including the Gross Amount, Discount, Scheduled Due, Net Due, Discount Due, Pay Group, Handling, Hold Payment, and Separate Payment.
Select Full (for a full payment) or Discounted (for a discount payment) in the Pay field.

When you record a payment, the Accounting Date field becomes active, enabling you to change the Accounting Date field to reflect the actual date of the manual payment.
(Optional) If you have set up document sequencing for the General Ledger business unit associated with the Payables business unit, a Doc Seq link appears at the top of the Payments page; click this link to view or override the document sequencing settings.
Make sure that the remit to vendor, vendor location, and address, as well as the bank code and account type match the manual payment that was made.
Enter a payment reference number in the Schedule Payment group box.
(Optional) Modify the Payment Date field to reflect the date of the manual payment.
Confirm the following items to ensure that your manual payments are recorded successfully:
- The amount of the payments entered must add up either to the gross amount or to the gross less the discount as specified on the Invoice Information page.
- The voucher must be approved in the system.
- The bank account setup must support manual payments.

Note. Use the Create Manual Draft page to enter vendor-initiated drafts.

Creating Drafts Manually

Assigning Special Check Numbers to Manual Payments

The flexibility of assigning special check numbers to manual payments can result in your losing the ability to update the last reference number used on the payment method table in External bank account page, This flexibility enables you to assign check numbers from a different number range other than the one used for pay cycle processing. If the check number that you assign to a manual payment is different by more than 100 from the last reference number used, the system assumes that a different check number range is being used, and it does not update the last reference number used.

See Also

Defining Payment Methods

Using the Manual Payment Creation Process

To set up your autonumbering for manual payments, use the Auto Numbering component (AUTO_NUM_PNL).

This section discusses how to:

Set autonumbering for manual payments.
Build manual payment worksheets.
Enter manual payments.
Apply vouchers to manual payments.
Delete manual payment worksheets.

Pages Used to Create Manual Payments

Page Name	Object Name	Navigation	Usage
Auto Numbering	AUTO_NUM_PNL	Set Up Financials/Supply Chain, Common Definitions, Codes and Auto Numbering, Auto Numbering	Define automatic numbering specifications for manual payments using the Manual Payment Creation component.
Manual Pay Selection (manual payment selection)	AP_MAN_SEL	Accounts Payable, Payments, Manual Payment and Prepayment, Create Manual Payment, Manual Pay Selection	Enter criteria to build the manual payment worksheet.
Man Pay Worksheet (manual payment worksheet)	AP_MAN_ENTRY	Accounts Payable, Payments, Manual Payment and Prepayment, Update Payment Worksheet, Man Pay Worksheet Click the Build Worksheet button on the Manual Pay Selection page	Enter manual payment information.
Apply Voucher	AP_MAN_APPLY	Accounts Payable, Payments, Manual Payment and Prepayment, Update Payment Worksheet, Apply Voucher Click the Build Worksheet button on the Manual Pay Selection page.	Apply scheduled vouchers to the manual payment.
Delete Payment Worksheet	APD_DELETE_WS	Accounts Payable, Payments, Manual Payment and Prepayment, Delete Payment Worksheet	Delete manual payment worksheets.

Setting Autonumbering for Manual Payments

Access the Auto Numbering page.

Number Type

Create a number type to autoincrement the manual payment worksheet ID for the creation of manual payments.

This worksheet number is shared with manual draft payment worksheets.

See Also

Setting Up Automatic Numbering

Building Manual Payment Worksheets

Access the Manual Pay Selection page.

Enter the bank code and account information.

Remit SetID, Remit Vendor and Vendor Location	Enter the setID, remit vendor ID, and vendor location for the vendor to whom you remit the manual payment. When you build the worksheet, the system returns eligible scheduled payments with the same vendor information.
Payment Currency	Enter a currency for the manual payment.
Match Currency	Select if you want the system to return scheduled payments with the same payment currency. If you do not select this option, the system returns all eligible scheduled payments for the remit vendor, regardless of their payment currency and converts them to the selected vendor's currency.
Withholding Calculated	Select for the manual payment worksheet functionality to only return those vouchers for the remit vendor that have had withholding calculated (meaning, those vouchers for which withholding has been calculated at voucher posting time and have been posted). If this check box is not selected, all vouchers for the remit vendor are available on the manual payment worksheet excluding all paid payment schedules and vouchers that are set to have withholding calculated at voucher posting and have not yet been posted. The Withholding tab on the Manual Pay Worksheet - Apply Voucher page displays whether the voucher is withholding applicable and whether withholding has been calculated.

You can use the fields in the Optional Criteria group box to limit the vouchers that the system returns. For example, you can limit the search to vouchers with the same pay to bank or to vouchers with specific scheduled pay dates.

Pay to Bank Number	Enter a vendor bank number for the system to return eligible vouchers whose schedule payments have the same vendor pay to bank.
Scheduled Pay From Date and Scheduled Pay To Date	Use these fields to limit the search to eligible vouchers whose scheduled pay dates falls within given date range.

When you click the Build Worksheet button, the system uses the information entered here to return a list of eligible voucher scheduled payments that you can apply to the manual payment. Once a worksheet is built, you can remove it using the Delete Payment Worksheet page.

Note. Only scheduled voucher payments that are regular vouchers, registered vouchers, reversal vouchers, third-party vouchers, or adjustment vouchers are returned for application to manual payments.

Entering Manual Payments

Access the Man Pay Worksheet page.

Payment Date

Enter the actual payment date, for example, the date that you wrote the manual check.

Document Sequencing

Click this link to access document sequencing information. This link only appears if document sequencing is enabled.

The document type and journal type are viewable at any time, but the document sequence number and document sequence date are updated only when the payment is created in PAYMENT_TBL.

Accounting Date

Displays the posting date. You can override this value.

Payment Ref (payment reference)

Defaults to NEXT and the system generates a new number at save time based on the next sequential number in the bank account.

You can manually override this entry with a numeric value. The system validates it at save time.

Amount

Enter the manual payment amount.

Apply Discount

Select for the system to check the discount date against the creation date of the manual payment. If the scheduled payment for the voucher qualifies for the discount, the Paid Amount field on the Apply Voucher page displays the discount amount for the scheduled payment instead of the gross amount.

Refresh

Click to calculate the total applied and balance amounts, check for discount situations and update the voucher list on the Apply Voucher page.

Number of Payments

Displays the number of scheduled payments currently applied to this manual payment.

Total Applied

Displays the total amount of the scheduled payments currently applied to this manual payment.

Balance

Displays the difference between the manual payment amount and the total amount of the applied scheduled payments.

Note. The manual payment is only created in the PAYMENT_TBL when the balance is 0.00, that is, when the payment is fully applied to scheduled payments. Otherwise, only the manual payment worksheet is saved.

Applying Vouchers to Manual Payments

Access the Apply Voucher page.

Note. Multiple views of this page are available by clicking the tabs in the scroll area.

Common Page Information

Scheduled Pay From Date, Scheduled Pay To Date, and Match Currency	These fields have the same functionality as on the Manual Pay Selection page. Use them to further limit the vouchers that appear based on the payment date range and currency of the payment.
Payment Amount	Displays the payment amount currently entered on the Man Pay Worksheet page.
Total Applied	Displays the total amount of the scheduled payments currently applied to this manual payment.
Balance	Displays the difference between the manual payment amount and the total amount of the applied scheduled payments. Note. The manual payment is only created in the PAYMENT_TBL when the balance is 0.00, that is, when the payment is fully applied to voucher scheduled payments. Otherwise, only the manual payment worksheet is saved.

Main Information Tab

Select the Main Information tab.

Select	Select this check box to individually select scheduled payments and then click the Refresh button to apply the manual payment and recalculate the total applied and balance amounts. Once you select the scheduled payments, they are placed on hold even if you do not fully apply and create the manual payment. Click the Search button in the Build Worksheet Parameters group box to take them off hold.
Bus Unit (business unit)	Displays the business unit of the selected payments.
Voucher ID	Displays the voucher ID of the selected payments. Click any of the voucher IDs listed to access the Voucher Inquiry page for that voucher.
Pymnt Nbr (payment number)	Displays the number of the scheduled payment. If there are multiple scheduled payments for a voucher, they each have a unique payment number.
Separate Payment	Indicates the option you selected on the Payments page in the Voucher component. You can select a scheduled payment that has Separate Payment enabled. However, you cannot select any other scheduled payments along with this one. The system displays an error message if you try to do this.
Paid Amount	Displays the actual payment amount and currency of the scheduled payment; this can be either the gross or discount amount. Note. If you selected the Apply Discounts check box on the Manual Payment Worksheet page, and if the scheduled payment is eligible for the discount, this field displays the discount amount instead of the gross amount.
Apply Discount	Indicates whether or not you selected the Apply Discounts check box on the Manual Payment Worksheet page.
Payment Method	Displays the payment method for the scheduled payment.
Due Date	Displays the net due date of the scheduled payment.
Scheduled Pay Date	Displays the scheduled due date of the scheduled payment.
Gross Payment Amount	Displays the gross amount of the scheduled payment.
Transaction Currency	Displays the transaction currency of the scheduled payment.
Discount	Displays the discount amount of the scheduled payment.
Discount Due Date	Displays the discount due date of the scheduled payment.

Withholding Information Tab

Select the Withholding Information tab.

In addition to the select, business unit, voucher number, and payment number fields, this tab displays:

Withholding Applicable

Displays whether or not a voucher is withholding applicable.

Withholding Calculated

Displays whether or not a voucher has had withholding calculated, for example at voucher post. If you select a voucher which is withholding applicable but has not had withholding calculated, the system does not physically withhold for the voucher. Instead it creates withhold transactions based on the amount paid or amount subject to withholding for reporting purposes only. In other words the voucher is treated as 0% withholdable.

This ensures that the paid amount is reported for withholding.

Note. For vendors that require physical withholding, a withholding amount is not withheld.

Additional Information Tab

Select the Additional Information tab.

In addition to the select, business unit, voucher number, and payment number fields, this tab displays:

Bank and Account	Displays the bank and type of bank account from which the scheduled payment is being created.
Pay to Bank Number	Displays the remit vendor's bank number, if you entered one on the Manual Pay Selection page.
Bank Account # (bank account number)	Displays the bank account number.
Do Not Mix BU (do not mix business unit)	Select to restrict your voucher selection to only those vouchers with the same Payables business unit as the payment that you are creating.

See Also

Defining Payment Options

Scheduling and Creating Voucher Payments

Deleting Manual Payment Worksheets

Access the Delete Payment Worksheet page.

Enter the criteria to display selected payments.

Main Information Tab

Select the Main Information tab.

Select

Select this check box to individually select manual payments and then click the Delete button to delete the manual payment.

Displays the bank information, remit vendor, and payment amount associated with the manual payments.

Additional Information Tab

Select the Additional Information tab.

Displays the worksheet and payment date information.

Canceling Payments

This section discusses how to cancel payments.

Understanding Payment Cancellation With Associated Liabilities

This section discusses how to:

Cancel payments with associated liabilities.
Cancel payment schedules with associated liabilities.
Payment Cancellation and Commitment Control integration.
Payment Cancellation processing sequence.

Cancel Payments With Associated Liabilities

To cancel payments and close any associated liabilities, select the Do Not Reissue/Close Liability option. The system determines if vouchers associated with the payment are direct vouchers or PO vouchers. If the payment cancellation action meets three conditions—you are cancelling the payment with the close liabilities option, the associated voucher is a PO voucher, and Commitment Control is installed—the system displays a message with Yes and No options. These options perform the following actions:

If you select No, the system only liquidates the liability for the vouchers.
If you select Yes, the system allows you to restore the encumbrance, liquidate the liability, and reopen the PO/Line Schedule for future invoicing for unreconciled purchase orders.

After you select Yes to restore the encumbrance, the system determines if all purchase orders have been reconciled. If all purchase orders have been reconciled, then the system prevents you from reopening the purchase orders and restoring the encumbrances and the system advises you that only the remaining liability can be restored.

Next, the system determines if the unreconciled PO vouchers have multiple payment schedules and if two or more payment schedules have been paid. The system does not restore the encumbrance when there is an active payment schedule. For the system to restore encumbrances, the following conditions must be met: associated payment schedules must either be not paid or paid and cancelled, and the entire voucher amount must be available.

If all the system checks pass, the system displays the PO Associated with the Voucher page.

Cancel Payment Schedules With Associated Liabilities

For payments defined with payment schedules, select the Do Not Reissue/Close Liability option. The system functions like it does when canceling a payment using the close option, except that it cancels a payment schedule and closes any liabilities associated with that payment schedule. The other difference between canceling a payment schedule and canceling a payment is that the pages list the schedule ID number instead of the reference number, and the PO Associated with the Voucher page displays all the vouchers associated with the payment schedule.

Payment Cancellation and Commitment Control Integration

If purchase orders are associated with the canceled payment, the system must adjust the matched quantities before proceeding. And if your organization has enabled Commitment Control, you must restore encumbrances before canceling the payment. The following diagram illustrates the Payables payment cancellation processing logic for these scenarios.

Payables cancellation processing logic for scenarios involving purchase orders and Commitment Control integration

When the payment includes purchase orders associated with vouchers, but Commitment Control is not enabled, the system simply cancels the payment.
When the payment includes purchase orders associated with vouchers, and Commitment Control is enabled, the system performs further logic. This logic determines if the purchase order has been reconciled and finalized, and if encumbrances are established. The system uses these results to ensure field value synchronization between source transactions and referenced transactions, which are used in Commitment Control's Budget Processor (FS_BP).

See Processing Source Transactions Against Control Budgets.

Payment Cancellation Processing Sequence

The following is the sequence of processes you perform to successfully close a PO voucher that has not been paid:

Create a PO voucher.
Run the Matching process.
Run the Commitment Control process.
Run the Voucher Posting process.
Pay the voucher.
Run the Payment Posting process.
Cancel and close the payment.
Run the Payment Posting process again.
Run the Voucher Posting process again to unmatch any matched items.

Page Used to Cancel Payments

Page Name	Object Name	Navigation	Usage
Cancel Payment	PYMNT_CANCEL	Accounts Payable, Payments, Cancel/Void Payments, Payment Cancellation, Cancel Payment	Cancel payments, reverse a cancellation, or view previously canceled payments.
PO Associated with a Voucher	AP_PO_VCH_PYMT_DT	Click the Associated POs link on the Close Voucher page.	View purchase orders associated with the selected payment. This link is conditional, and the page appears only when the following three conditions exist: The payment is associated with a PO voucher. You have enabled Commitment Control. You close the payment with liabilities. See Restoring Encumbrances.
PO Schedules tied to the Voucher	AP_PYMTCL_PO_DET1	Click the Associated PO Schedules link on the Close Voucher page.	View purchase order schedules associated with the selected payment. This link is conditional, and the page appears only when the following three conditions exist: The payment is associated with a PO voucher. You have enabled Commitment Control. You close the payment with liabilities.

Canceling a Payment

Access the Cancel Payment page

Action

Select to run one of the following processes after you have marked and saved the cancellation. This creates the necessary accounting entries.

Displayed processes depend on the selected Payment Status and Cancel Action values. For example, if you select Void and Re-Open Voucher(s)/Re-Issue, only the Payment Post and Payment Post & GL values appear.

Payment Post: Selecting this option runs the Payment Posting Application Engine process (AP_PSTPYMNT).

Payment Post & GL (payment posting and general ledger): Selecting this option runs the Payment Posting process and updates the general ledger.

Payment & Voucher Pst (payment posting and voucher posting ): Selecting this option runs two processes: first, the Payment Posting Application Engine process, followed by the Voucher Posting Application Engine process (AP_PSTVCHR).

Payment, Vchr Post, & GL (payment posting, voucher posting, and general ledger): Selecting this option runs the individual payment and voucher posting processes, and updates the general ledger.

See Payment Cancellation.

Bank Set ID

Your bank setID, bank code, and account number and descriptions.

Remit Vendor

Displays remit vendor number and description.

Reference ID

Displays payment reference ID.

Creation Date

Displays the date the payment was created.

Payment Date

Displays the date the payment was issued.

Settle by

Displays whether the payment was settled through Financial Gateway or Pay Cycle functionality.

Settlement Status

Displays the settlement status of Error, Hold, Loaded, Paid, Canceled, or None.

Date Cancelled

Enter the date that you want to cancel the payment.

Payment Status

Options include:

Void: Select to void the payment. You void a payment when it has not been released.

Stop: Select to stop the payment. You stop a payment when it has been released.

Undo Cancel: You can undo any cancellation until you post the canceled payment.

Warning! After posting, you cannot undo the cancellation.

Cancel Action

Options include:

Re-Open Voucher(s)/Re-Issue: Use to reselect the scheduled payments and reissue them the next time that you run a pay cycle, assuming that the vouchers meet the selection criteria for that pay cycle.

Important! If you reopen and reissue the voucher, the existing schedule payment will be cancelled in the Payment Posting process and a new schedule is added.

Note. If you decide to reopen vouchers and reissue, remember that you must run the Payment Posting process twice to record the reversal before those vouchers are available for a new payment selection. You can undo your cancellation, as long as the canceled payment is not posted.

Re-Open Voucher(s)/Put on Hold: Use to reopen the scheduled payments, but places the reopened scheduled payments on hold for your review. Select this option if you need to perform additional investigation or revise voucher information before proceeding with payment. A pay cycle process does not select the scheduled payments until the hold is removed on the Payments page of the Voucher component.

If you select this value, you must also select a reason code in the Hold Reason field.

Do Not Reissue/Close Liability: Use to cancel the payment and close any liabilities associated with it. The amount of the liability to close is calculated as the amount of unpaid liability remaining. The system takes into account whether the business unit is accounting at gross or net. The Payment Posting process identifies the voucher as process manual close, and the amount of the outstanding liability is reversed the next time the Voucher Posting process runs.

See Understanding Payment Cancellation With Associated Liabilities.

Hold Reason

Specify a hold reason for payment cancellations placed on hold. The system defaults this hold reason onto the cancelled payment's new payment schedule. Select from the following: Accounting, Amount, CCR Expire (Central Contractor Registry vendor expiration), Cntrct Ret (contract return), Goods, IPAC (Intra-Governmental Payment and Collection System ), Other, Quantity, and Wthd hold (withholding hold).

Description

Enter comments or an explanation for the cancellation.

Document Sequencing

If you have document sequencing enabled, click the Document Sequence link to access the Document Sequence page, where you can change the payment document type.

See Also

Processing Drafts

Payment Cancellation

Escheating Payments

This section discusses how to escheat payments.

Page Used to Escheat Payments

Page Name	Object Name	Navigation	Usage
Payment Escheatment	PYMNT_ESCHEAT	Accounts Payable, Payments, Cancel/Void Payments, Escheat Payment, Payment Escheatment	Escheat payments.

Escheating a Payment

Access the Payment Escheatment page.

Payment Status

Action	Select to run one of the following processes after you have marked and saved the escheatment. This creates the necessary reversal accounting entries. Payment Post: Selecting this options runs the Payment Posting Application Engine process (AP_PSTPYMNT). Journal Generate: Selecting this option runs the Generator Application Engine process (FS_JGEN). See Payment Escheatment.
Escheated	Select to cause today's date to change into date escheated.
Stale Dated Payment	Select to cause today's date to change into stale date.
Undo Escheatment	Select to remove the escheatment classification.

Cancel Action

Escheated

When users select Escheated in the Payment Status group box, the system selects the Escheated option in the Cancel Action group box.

The Payment Posting process creates accounting entries that reverse the cash entries to an escheatment liability account, which users predefine on the Accounting Entry template.

Forecasting Payments

This section discusses how to:

Define forecast cycles.
Review payment forecasts by bank account.
Reset a forecast cycle.

Pages Used to Forecast Payments

Page Name	Object Name	Navigation	Usage
Forecast Cycle	PYFRCST_CYCLE	Accounts Payable, Reports, Forecast, Forecast Cycle	Define forecast cycles that determine the universe of scheduled payments that can be selected for a payment forecast.
Forecast by Bank Account	PYFRCST_BANK	Accounts Payable, Reports, Forecast, Forecast by Bank Account	Review payment forecasts by bank. Review summarized amounts for each period in your forecast cycle. If a category does not appear, no payments are scheduled for that period.
Reset Forecast Cycle	PYFRCST_DELETE	Accounts Payable, Reports, Forecast, Reset Forecast Cycle	Reset the forecast cycle and adjust the parameters to review various what-if scenarios.
Forecast Report Request	PYFRCST_RQST	Accounts Payable, Reports, Forecast, Forecast Report Request	Define run parameters for the Payment Forecast report (APY2040). Use the report to examine your payment forecasts.

Defining Forecast Cycles

Access the Forecast Cycle page.

Forecast Selection Criteria

Pay From Date	Enter the beginning date for your forecast cycle. All payment schedules pay dates equal to or greater than the pay from date are included in your forecast.
Pay Through Date	Enter the ending date for your forecast cycle. All payment schedules with a scheduled pay date equal to or less than the pay through date are included in your forecast.
Created	Displays the date for the last time that this forecast cycle was processed.
User	Displays the user ID of the user who ran this forecast cycle the last time that it was processed.
Bank Set ID	Enter your bank setID, bank code, and bank account number.
Create Forecast Now	Initiates the Payment Forecast process. The system evaluates your unpaid payment schedules and summarizes the data for your review on the Forecast by Bank Account page.

Selection

Category	Defines the time interval in which the forecast results can be viewed and reported upon. Your categories can be of different lengths. For example, the forecast calendar could start on a daily basis for two weeks, continue to a weekly basis for eight weeks, and then switch to a monthly basis for the next twelve months.
From	Enter the first day for the time span and the last in the To field. Subsequent intervals build upon each other.

Reviewing Forecast by Bank Account

Access the Forecast by Bank Account page.

Forecast Cycle	Displays the name of the forecast cycle.
Bank SetID	Displays the SetID associated with the bank code and account that has payments scheduled within the forecast cycle timeframe.
Bank Code	Displays the bank code associated with the bank account that has payments scheduled within the forecast cycle timeframe.
Bank Account	Displays the bank account that has payments scheduled within the forecast cycle timeframe.
Created By	Displays the user name who ran this forecast cycle the last time the forecast cycle was processed.
Created	Displays the date that the forecast cycle was created.
Pay From Date	Displays the beginning date for your forecast cycle.
Pay Through Date	Displays the ending date for the forecast cycle.

Forecast by Period

From	Displays the date associated with the first day for the time span.
Through	Displays the date associated with the last day for the time span.
Amount	Displays the total amount for the scheduled payments due within the date range listed. The currency for the scheduled amount also appears.
Scheduled Payments	Displays number of scheduled payments that are due within the date range listed.

Resetting the Forecast Cycle

Access the Reset Forecast Cycle page.

Payment Forecast Cycle	Displays the name of the payment forecast cycle.
Do Not Delete	Ensures that if you click Save, nothing related to the forecast cycle definition that you created is deleted.
Delete Forecast Results Only	Erases the results of a forecast, so that you can run it again.
Delete Both Results and Cycle	Deletes the results and the definition of the forecast cycle.

Performing the Bank Transfer Charge Process

This section discusses how to perform bank transfer charge autodeduction.

Pages Used to Perform the Bank Transfer Charge Process

Page Name	Object Name	Navigation	Usage
Bank Charge Inquiry	BCH_BNKCHRG_INQ	Accounts Payable, Review Accounts Payable Info, Payments, Bank Transfer Charge, Bank Charge Inquiry	View bank transfer charges that have been deducted from the prepayment. All search fields are required.
EFT Remittance Advice Letter	RUN_FIN2027	Accounts Payable, Reports, Payments, EFT Remittance Advice Letter	Define run parameters for the EFT Remittance Advice letter (FIN2028) or the EFT Bank Advice letter (FIN2027). Use the report to review selected EFT remittance. If you install the bank transfer charge option, the system adds two new fields for information related to bank transfer charges to this report.
Process Bank Charges	BCH_RUN_1000	Accounts Payable, Reports, Payments, Bank TRF Charge Detail, Process Bank Charges	Define run parameters for the Bank Transfer Charge Detail report (BCH1000). Use the report to review a list of all EFT payments processed in a specified period of time shown with bank charge information. This report supports GENX only.

Performing Bank Transfer Charge Autodeduction

Access the Bank Charge Inquiry page.

This page displays payment information according to the search criteria that you enter. Only the payments for which bank transfer charges were deducted appear in the Payment Data group box.

Search Criteria

All of these search fields are required.

SetID	Bank setID.
Bank Code	Bank code of payment bank.
Bank Account	Bank account of payment bank.
Currency	Currency code of the transaction.
From Date and Thru Date	Date range of the payment dates.

Payment Data

Remit SetID	SetID of remit to vendor.
Remit Vendor	Vendor ID of the vendor to whom the payment was transferred.
Location	Vendor location of remit vendor.
Payment Amount	Actual payment amount transferred to the remit vendor.
Bank Charge	Amount of bank transfer charge deducted.
Post Status	N: Not posted. U: Unposted. P: Posted.

Processing Reschedule Payments

This section discusses how to:

Run the Reschedule Payments process.
Inquire about reschedule payments errors.
Cancel the Reschedule Payments process.

Pages Used to Process Reschedule Payments

Page Name	Object Name	Navigation	Usage
Reschedule Payments Request	SMT_SPLIT_REQ	Accounts Payable, Payments, Pay Cycle Processing, Reschedule Payment Request	Set parameters for and run the Reschedule Payments Application Engine process (AP_SMT_SEL).
Reschedule Payments Error	SMT_ERROR_PNL	Accounts Payable, Payments, Pay Cycle Exceptions, Reschedule Payment Error	Inquire about errors during the Reschedule Payments process.
Cancel Rescheduled Payments	SMT_CANCEL_PNL	Accounts Payable, Payments, Pay Cycle Processing, Cancel Rescheduled Payments	Cancel reschedule payments processing.

Running the Reschedule Payments Process

Access the Reschedule Payments Request page.

The system displays the run control ID that you entered to access the page.

Due Date From and Date To	Select the terms of the due date on vouchers to be processed. The Reschedule Payments process summarizes the amount of vouchers with due dates between these dates.
Base Date	Specify the base date used by the Reschedule Payments process. The system recalculates the due date and scheduled pay date of schedule payments based on this date. Reschedule payments refers to a condition in which the base date is between the basis from day and the basis to day as defined in the Reschedule ID Control group box on the Reschedule Payments page.
Business Unit	Specify the business unit to be processed by the Reschedule Payments process.
SetID, Bank Code, and Bank Account	Specify the setID, code, and account of vouchers to be processed by the Reschedule Payments process.

The Reschedule Payments Application Engine process (AP_SMT_SPLIT) processes only those vouchers that meet the following conditions:

Page	Condition
Identifying Information	The Withholding check box is clear.
Payables Options	A Reschedule ID is specified in the Additional Payment Information group box.
Invoice Information	The Voucher Style must be: Adjustments, Regular, or Register Voucher. The Reschedule Payments process does not process the following voucher styles: Journal Voucher, Prepaid Voucher, Third Party Voucher, and Template Voucher.
Invoice Information Payments	The currency code on the Invoice Information page and the payment gross amount currency on the Payments page must be the same. The Reschedule Payments process does not process vouchers if different currency codes are specified in these fields.
Payments	There is no discount amount for the voucher. The Reschedule Payments process does not process vouchers with discount amounts. A netting status of N (not applicable), or a netting status of S (selected), if the payments for these vouchers are netting balance. Vouchers that are not netting balance are not processed even if the netting status is S. The Hold Payment check box is clear. The Separate Payment check box is clear.
Draft Maturity Dates	The Group Code field is clear. Note. This condition is only applicable when the payment method is a draft type. When the method is a draft type, a Draft link appears in the Payment Methods group box on the Payments page.

Note. The Reschedule Payments process in Payables does not process vouchers that are selected for payment.

See Also

Entering Vendor Identifying Information

Inquiring About Reschedule Payments Errors

Access the Reschedule Payments Error page.

After running the Reschedule Payments process, check the status of the process in Process Monitor. If you find any errors there, use the Reschedule Payments Error page to inquire about the errors. You must correct any errors.

Note. The system does not complete the process for vouchers with errors. After you correct the errors, run the process again.

To inquire about errors in the Reschedule Payments process:

Enter the run control ID that you used when you ran the process, then click the Search button.
Error messages appear in the Search Results group box for the process with that run control ID.
To narrow the search results, enter specific values in the Process Instance, Request Date From, and To Date fields, and click the Search button.

Search Results

The page displays information about the vouchers for the run control ID that you enter. The following error statuses can appear in the Status column:

Status	Descriptions
Invalid Bank Account SEQ NBR not Found	If there is an error in bank account information, this message appears. Make sure that there are no inconsistencies in the bank account information.
Invalid Reschedule ID	If the reschedule ID is invalid, this message appears. Check that the effective date of the reschedule ID is not in the future compared to the base date on the Reschedule Payments Request page.
Invalid Payment Method	If the payment method is invalid, this message appears. Check that the payment method defined on the Reschedule Payments page is in the bank account of the remit vendor.
Invalid Draft Sight Code	If the sight code is invalid, this message appears. Check that the effective date of the sight code is not in the future compared to the base date on the Reschedule Payments Request page.
Invalid Term Code	If the term code is invalid, this message appears. Check that the effective date of the terms code on the Reschedule Payments page is not in the future compared to the base date on the Reschedule Payments Request page. Make sure that the terms code is not a discount terms code, such as 2D (2 percent discount in 10 days, net 30).

Canceling the Reschedule Payments Process

Access the Cancel Reschedule Payments page.

This page enables you to cancel a process that you have already run. Because the Reschedule Payments process groups vouchers together, you can cancel processes by group ID.

Note. When you cancel processes, the system restores the bank code, bank account, payment method, payment condition, due date, scheduled pay date, draft maturity date, and draft scheduled maturity date to their former settings or values.

To cancel the Reschedule Payments process:

Enter the run control ID that you used when you ran the process that you want to cancel. Then click the Search button.
The system displays the search results for the Run Control ID that you entered.
To narrow the search results, enter specific values in the SetID field for a bank code, bank account, remit setID, remit vendor and request date period and click the Search button.
Select the check boxes of groups that you want to cancel.
Click Save to cancel the process that you specified.

Payment Date	Enter the actual payment date, for example, the date that you wrote the manual check.
Document Sequencing	Click this link to access document sequencing information. This link only appears if document sequencing is enabled. The document type and journal type are viewable at any time, but the document sequence number and document sequence date are updated only when the payment is created in PAYMENT_TBL.
Accounting Date	Displays the posting date. You can override this value.
Payment Ref (payment reference)	Defaults to NEXT and the system generates a new number at save time based on the next sequential number in the bank account. You can manually override this entry with a numeric value. The system validates it at save time.
Amount	Enter the manual payment amount.
Apply Discount	Select for the system to check the discount date against the creation date of the manual payment. If the scheduled payment for the voucher qualifies for the discount, the Paid Amount field on the Apply Voucher page displays the discount amount for the scheduled payment instead of the gross amount.
Refresh	Click to calculate the total applied and balance amounts, check for discount situations and update the voucher list on the Apply Voucher page.
Number of Payments	Displays the number of scheduled payments currently applied to this manual payment.
Total Applied	Displays the total amount of the scheduled payments currently applied to this manual payment.
Balance	Displays the difference between the manual payment amount and the total amount of the applied scheduled payments. Note. The manual payment is only created in the PAYMENT_TBL when the balance is 0.00, that is, when the payment is fully applied to scheduled payments. Otherwise, only the manual payment worksheet is saved.