Supplier Payment Mixed Payment
Explanation
This activity is used
to enter a supplier
payment.
This payment can be matched with one or more
open supplier
ledger items, or created as a payment in
advance/payment on account or as a new
(difference) item. You can also create parked payments (i.e. supplier
payments not connected to a specific supplier) using this activity.
When matching open ledger items, the
open items can be fully or partially matched. Differences between payment and
matched amounts can be handled as a cash discount, write-off, interest, fine, tax
withheld or as new unsettled item.
You can also match open items of companies which are posted in another
company apart from the cash paying company. The
cash paying company is always the company for which you enter the mixed payment.
New unsettled items can be created for another company. However, parked
payments can be entered only for the cash paying company.
For unmatched payment transactions
(new difference items, payments on account/in advance or parked payments) preposting
can be entered for all code parts except for the account.
Prerequisites
In order to perform this activity:
- A mixed payment of
the NotApproved status should exist.
- For supplier payment other than parked payments, a
supplier should be registered in the system
- If you want to match the supplier payment with one
or more invoices, those invoices should exist in the system with either
PostedAuth or PartlyPaidPosted status.
- To write-off unmatched parts of
open ledger items, write-off codes with a sufficient write-off limit for the
user must be specified.
- If tolerances(amount and percentage) should
be automatically considered, tolerances must be specified for the company
and a tolerance write-off code must exist.
- If a discount is suggested
for partial payments, the Suggest Discount for Partial Payment check
box in Company/Payment tab must be selected.
- To enter a new difference item,
a supplier invoice type and a series ID as well as payment terms must be
defined. In a VAT regime a tax code must exist.
- If you want to enter a payment
in advance, a tax code of type VAT or Calculated VAT must exist.
- If you want to enter
prepostings, the code part values for the preposting must exist.
- If you want to match open items
of another company or create new unsettled items into another company, your
user ID must be associated to the other company and
connected to the relevant user data in IFS/Accounting Rules, User Related
Data. All other basic data mentioned must be set up in the other company if
this option is to be used.
System Effects
Once the mixed payment is approved,
the following system effects would take place:
- If any invoices are matched with the supplier
payment, the status of those invoices will change to PaidPosted or
PartlyPaidPosted depending on whether the invoice amount is fully
matched or not.
- If a payment on account or a payment
in advance or a new difference item has been entered, a new open ledger item will
be created for the supplier.
- If a preposting has been entered
and the posting types for the new difference items (IP20), payments on account
(PP7), payments in advance (PP37) or parked payments (PP9) have AC2
(preposting) as the control type, the preposting code string will be used for
posting of the unmatched amount from the supplier payment.
- If the supplier payment includes
items of another company, the multi-company supplier payment and separate
vouchers for each company will be created. The vouchers will also
include inter-company postings for the cash paying company (PP23) and the
affiliated company (PP22).
Window
Mixed Payment
Related Window Descriptions
Mixed Payment
Mixed Payments Analysis
Mixed Payment Analysis
Procedure
To enter a supplier payment for one or more
invoices/prepayments:
- In the
Mixed Payment
window, click the
Transactions
tab.
- Create a new record. Select transaction type Enter Supplier Payment
for the Payment Transaction Type field.
- Enter the ID of the supplier who receives the payment in the
Payer/Payee Identity field
- Enter the amount in the Amount field.
- Save the information.
- Select the record you saved. The
Matching
Transactions
sub tab will be
enabled.
- Create a new record in the
Matching
Transactions
sub tab.
- Enter the series ID and the number of a ledger item for which you want
to make the payment in the Series ID and Inv/Prepayment No
fields.
- Repeat steps 7-8 in order to enter all the ledger items for which you
want to make payments.
- Save the information.
To enter a supplier payment for one or more
invoices/prepayments of another company:
- In the
Mixed Payment
window, click the
Transactions
tab.
- Create a new record. Select the transaction type Enter Supplier Payment
for the Payment Transaction Type field.
- Enter the ID of the supplier receiving the payment in the
Payer/Payee Identity field.
- Enter the amount in the
Amount field.
- Save the information.
- Select the record you saved. The
Matching Transactions
sub tab will be
enabled.
- Create a new record in the
Matching Transactions
sub tab.
- Enter in the
Company
field the ID of the company for which you want to match the
invoice/prepayment.
- Enter the series ID and the number of
the ledger item of the specified company for which you want
to make the payment in the
Series ID and
Inv/Prepayment No
fields.
- Repeat steps 7-9 in order to enter all the ledger items for which you
want to make payments.
- Save the information.
- As an alternative to steps 8-9: If
you have cleared the Company field, the List
of Values for the Inv/Prepayment No field
will display open items of several other companies. After the open item is
selected from the List of Values, the
Company
field will automatically display the company of the open item.
To enter a supplier payment for a single
invoice/prepayment:
- In the
Mixed Payment
window, click the
Transactions
tab.
- Create a new record. Select transaction type Enter Supplier Payment
for the Payment Transaction Type field.
- Enter the series ID and the number of the ledger item for which you want
to make the payment in the Series ID and Inv/Prepayment No
fields. The List of Values can be
used to select the required values.
- Save the information.
To enter a supplier payment for a single
invoice/prepayment of another company:
- In the
Mixed Payment
window, click the
Transactions
tab.
- Create a new record. Select the transaction type Enter Supplier Payment
for the Payment Transaction Type field.
- Enter the company for which you
want to match the invoice/prepayment in the
Company
field.
- Enter the series ID and the number of the ledger item for which you want
to make the payment in the
Series ID and
Inv/Prepayment No
fields.
- Save the information.
- As an alternative to steps 3-4: If
you have cleared the Company field, the List
of Values for the Inv/Prepaym No field will
display open items of several other companies. After the open item is
selected from the List of Values, the
Company
field will automatically display the company of the open item.
To create a supplier payment in advance:
- Select the relevant Enter Supplier Payment transaction
in the
Transactions tab in the
Mixed Payment
window.
- Select the Payment in Advance check
box.
- Enter a tax code in the Tax Code field. The
List of Values can be used to select an appropriate tax code.
- If you want to enter a
preposting for the payment in advance, enter the code string for the
preposting in the Code B - J fields. Note: The field names for the code
parts are user-defined.
- Save the information.
To enter a supplier payment on account:
- In the
Mixed Payment
window, click the
Transactions
tab.
- Create a new record. Select transaction type Enter Supplier Payment
for the Payment Transaction Type field.
- Enter the ID of the supplier who
gets the payment in the
Payer/Payee Identity field
- Enter the amount in the Amount field.
- If you want to enter a
preposting for the payment on account, enter the code string for the
preposting in the Code B - J fields. Note: The field names for the code
parts are user-defined.
- Save the information. A message will appear to ask
you whether you want to create the payment as a payment on account or
whether you want to match it with invoices. Click OK to create a
payment on account.
To enter a supplier payment on account
for another company:
- In the
Mixed Payment
window, click the
Transactions
tab.
- Create a new record. Select transaction type
Enter Supplier Payment
for the Payment Transaction Type field.
- Enter in the
Company field the ID of the company for which a new payment on account
should be
created.
- Enter the ID of the supplier who receives the payment in the
Payer/Payee Identity
field.
- Enter the amount in the
Amount field.
- If you want to enter a
preposting for the payment on account, enter the code string for the
preposting in the Code B -
J fields. Note: The
Code B - J
fields refer to the company for which the new unsettled item will be be
created.
- Save the information. When
approving the mixed payment, a message will appear to ask
you whether you want to create the payment as a payment on account or
whether you want to match it with invoices.
- Click OK to create a
payment on account.
To enter a new difference item for a remaining amount:
- Open the Mixed Payment window and
search for the mixed payment to which you want to add the supplier payment.
- Create a new record in the
Transactions
tab.
- Select
Enter Supplier Payment for the
Payment Transaction Type
field.
- Enter the ID of the supplier to
whom you are making the payment in the
Payer/Payee Identity
field.
- Enter the amount in the
Amount field.
- Save the information.
- Click
Sel.Batch in the
Matching
Transactions tab to open the
Select Batch of Invoices
dialog box.
- Search for the
supplier invoices you want to match with the supplier payment.
- Select the invoices you want to match with the
supplier payment and click
OK. The invoices you selected will be
automatically displayed in the Matching
Transactions tab. The difference
between the amount from the lump sum transaction and the total of the
amounts of the matching transactions will be shown in the
Remaining Amount
field.
- To enter a new difference item
for the remaining amount, create a new record in the Matching
Transactions tab and select the
New Item check box.
- Modify the suggested values in
the New Item Invoice Type, Series ID, Identity,
Payee Identity, Pay Term Base Date, Payment Terms,
Tax Code and Authorizer ID fields if required.
- Enter an item ID in the
Inv/Prepaym No field if the series ID for the new item requires manual
numbering.
- Enter the amount for the new
difference item in the Pay Amount in Pay Curr or in the Pay Amount
in Acc Curr field.
- If the supplier is a one-time
supplier, an existing address ID from the list for the Invoice Address ID
field.
- If you want to enter a
preposting for the new difference item, enter the code string for the
preposting in the Code B - J fields. Note: The field names for the code
parts are user-defined.
- If you want to enter notes for the new item, in the Text field, enter the note or double-click on
the Notes check box and enter a note in the Notes dialog box.
- Save the information.
To enter a new item for a whole
lump-sum:
- Open the Mixed Payment window and
search for the mixed payment to which you want to add the supplier payment
transaction.
- Create a new record in the
Transactions
tab.
- Select
Enter Supplier Payment for the
Payment Transaction Type
field.
- Select the New Item check
box.
- Enter the ID of the supplier to whom
you are making the payment, in the
Payer/Payee Identity
field.
- Enter an item ID in the
Inv/Prepaym No field if the series ID for the new item requires manual
numbering.
- Enter the amount in the
Amount field.
- If you want to enter a
preposting for the new item, enter the code string for the preposting in the
Code B - J fields. Note: The field names for the code parts are
user-defined.
- If you want to have notes for
the new item, enter the notes in the Text field.
- Save the information. A new record
will automatically be created in the Matching Transactions
tab.
- Modify the suggested values in
the Pay Term Base Date, Payment Terms and Tax Code
fields if required.
- If the supplier is a one-time
supplier, an existing address ID from the list for the Invoice Address ID
field.
- Save the information.
To create a supplier parked payment:
- In the
Mixed Payment
window, click the
Transactions
tab.
- Create a new record. Select transaction type Enter Supplier Payment
for the Payment Transaction Type field.
- Enter the amount in the Amount field.
- If you want to enter a
preposting for the parked payment, enter the code string for the preposting
in the Code B - J fields. Note: The field names for the code parts are
user-defined.
- Save the information.