Match with Supplier Invoices Cash Box
Explanation
This activity is used to match a supplier payment transaction with supplier debit and
credit invoices. If the payment transaction is not completely matched, the remaining part
is stored as a Payment on Account, given that a supplier is
specified. You can also add a new item, i.e. a difference item that can either
be positive or negative, to balance the matching.
When matching the payment
with invoices, discounts can be utilized, parts of invoices can be written off,
and partial payments can be made. Invoices in other companies can also be
matched as long as the supplier is defined in the other companies.
It is allowed to
match invoices even when the currencies of the matched invoices/installments are outside EMU currencies. For
example, you can enter a payment in EUR for invoices in USD or Swiss CHF, or vice versa, or even enter a payment in USD
for invoices in Swiss CHF. When currency combinations are used it is possible to
choose a calculation pattern by selecting a recalculation type.
Recalculation patterns differ depending on the
recalculation type as well as the field modified.
Prerequisites
This activity requires that you have registered payment information in the
Header Details
tab of the Cash Box
window and that Enter Supplier Payment transaction
type has been selected in the
Transactions
tab.
System Effects
There are no system effects..
Window
Cash Box
Related Window Descriptions
Cash Box
Matching
Cash Box/Transactions
Procedure
To match with customer invoices:
-
Select Enter Supplier Payment transaction type in the
Transactions
tab
of the
Cash Box window.
- Right click and click on the Match Payment option.
The
Matching dialog box appears.
-
Click New.
- If you want to enter an item for offset, enter the series and number in the
Series ID and No fields. The information in the Identity field appears automatically. If only one open installment exists for the invoice, the value in the
Installment ID field appears automatically. When either the system
automatically displays the installment ID or you manually enter it, the
system automatically populates subsequent fields. You can also select the
items by clicking Sel Batch.
- If you want to enter a parked payment for offset,
select the Parked Payment check box and continue as in step 4 by entering
the item details or selecting the items using Sel Batch.
- If you want to enter a new difference item, select the New Item?
check box. The system will automatically populate the Series ID field
with the series used for difference items. If the New Item? check box
is selected, you are required to enter a value in the Payment Terms
field. Select an appropriate tax code for the Tax Code field
depending on the tax regime of the company. You can modify the value entered in the New Item
Invoice Type field if required. If the supplier is a one-time supplier, connect an
existing invoice address ID. Modify the value
displayed in the Authorizer ID field if required, or enter a new
value if the field is empty. The List of Values can be used to select an
authorizer ID.
- To write-off an amount, select a write-off code and enter the write-off amount. Select the
Print Write-off Notice check box if you want to send a write-off notice, but the write-off code does not send a write-off notice as a default.
- Select the Print Diff Notice check box if you want a printout of
the difference notice to send to supplier.
- To enter interest and fine to the matching invoice
or change the default values suggested, add values to Interest Amount
field
and Fine Amount field.
- Enter text in the Text field and pre-post the new ledger item in
the code part fields if required.
- Modify the value displayed in the Authorizer ID field if
required. If no value is displayed, enter an authorizer ID. The List of
values can be used to select the required authorizer ID.
- Click Save to save the matching information. Click OK to close the dialog box.
To create a parked payment:
- Select the Enter Supplier Payment transaction
in the Transactions
tab of the
Cash Box window.
- Leave the Identity field empty.
Specify parked payment amount in the Amount field.