Payment File Traceability—Key Exercises

IMPORTANT

It is extremely important that you set up and work within your own company to maintain your data integrity. If you work within any other company, your exercises will not function as intended and the data of other students might be affected. Predictable exercise results require that your data is isolated in your own company.

Basic Data Setup

Enter Cash Book Basic Data Information

Purpose: The purpose of this exercise is to show you how to set up the basic data required for running this particular functionality. For the below exercises at least one customer should be set-up with a payment method which can be used for repayment and which generates trace information (e.g. payment method SEPA-CT or ISABEL) and one supplier should be set up with a payment method which generates trace information (e.g. payment method SEPA-CT or ISABEL)

Windows:
Payment Format per Company

Refer to Cash Book- Exercises for cash book basic data.

Required Data

Enter Customer Credit Invoices

Purpose: The purpose of this exercise is to show you how to enter customer credit invoices.

Windows:

Manual Customer Invoice

Enter a customer credit invoice (= negative amount) for the customer who has a payment method for repayment which generates trace information and has payment advice set to At Create Order. The invoice currency must be allowed for the used payment method, e.g. EUR for payment methods SEPA-CT or ISABEL.
Save your changes

General exercise for Manual Customer Invoice

Enter and Authorize Supplier Invoices

Purpose: The purpose of this exercise is to show you how to enter supplier invoices. The invoices/installments must also be authorized for payment.

Enter several supplier invoices for a supplier who has a payment method that generates trace information and has payment advice set to At Create Order. The invoice currency must be allowed for the used payment method, e.g. EUR for payment methods SEPA-CT or ISABEL.

General exercise for Arrival Entry Supplier Invoice
General exercise for Post Supplier Invoice
General exercise for Authorize Supplier Invoice for Payment

Create and Acknowledge a Customer Repayment Proposal and Create a Customer Repayment Order

Purpose: The purpose of this exercise is to show you how to create a repayment proposal and a repayment order, which includes both a credit invoice and a new payment on account to be used.

Windows:

Customer Payment Proposals

Open the Customer Payment Proposals window and click New.
Select Customer Repayment from the Proposal Type field.
Click save.
Select the created proposal row, right-click and click Details to open the Customer Payment Proposal Details window.
Click New and enter a series ID and invoice number for your credit invoice in the Series ID and Inv/Prepaym No fields or select them using the List of Values.
Click New again, select the New Payment on Account check box.
Enter the customer ID in the Customer field and enter a negative amount in the Pay Amount in Inv Curr field. If necessary change the currency in the Currency field to a currency allowed by the payment format, e.g. EUR for payment methods SEPA-CT or ISABEL.
Enter information for the payee in the Payment Reference field.
Click save.
Return to the Customer Payment Proposals window.
Select the proposal row right-click and click Acknowledge. The status of the proposal will change from Created to Acknowledged.
Select the proposal row, right-click and then click Create Repayment Order to open the Create Repayment Order dialog box. The payment proposal that you selected and acknowledged will be displayed here.
Enter the payment method that is assigned to your customer (e.g. SEPA-CT or ISABEL) as the payment method or select it from the List of Values.
The payment institute to which the selected payment method is connected is displayed in the Payment Institute field. Note: If the payment method is connected to several payment institutes, you have to enter the payment institute to which the file will be sent manually. Or select the payment institute from the List of Values.
Enter a payment date if you want to have a specific payment execution date for your order.
Click OK. The default cash account for the payment institute and currency is displayed in the Cash Accounts dialog box. To check the account number and account reference of the selected cash account click List. Click OK or Cancel to return to the Cash Accounts dialog box.
Click OK. The Create Order Results dialog box is displayed, showing the payment order ID and the file name and destination. Note: If the output type of your payment format is XML (e.g. for SEPA formats), no file name is shown.
Click OK

Create and Acknowledge a Supplier Repayment Proposal and Create a Supplier Repayment Order

Purpose: The purpose of this exercise is to show you how to create a payment proposal and a payment order.

Windows:

Customer Payment Proposals

Open the Supplier Payment Proposals window and right click and click Create Proposal to open the Create Supplier Payment Proposal dialog box. Change the Until Plan Pay Date to a date one month from today.
Click Ok to create a new proposal.
Select the payment proposal row and right click and click Details to open the Supplier Payment Proposal Details window to view the individual invoices/installments to be paid. Check to see if the invoices for the supplier has a payment method that generates trace information and payment advice at the create order stage are included in the proposal.
Enter remittance information or payment references to several installments that you want to follow up.
Click Save.
Return to the Supplier Payment Proposal window.
Select your proposal row and right click and click Acknowledge. The status field changes from Created to Acknowledged.
Select the proposal row, right click and click Create Payment Order to open the Create Payment Order dialog box. Here you will find the payment proposal that you selected and acknowledged.
Enter the payment method you assigned to your supplier (e.g. SEPA-CT or ISABEL) as the payment method or select if from the List of Values.
The payment institute to which the selected payment method is connected, will be displayed in the Payment Institute field.
Note: If the payment method is connected to several payment institutes, you have to enter the payment institute to which the file will be sent manually or, select the payment institute using the List of Values.
Enter a payment date if you want to have a specified payment execution date for your order.
Click Ok. The default cash account for the payment institute and currency will be displayed in the Cash Account dialog box. Using the List of Values verify the account number and account reference of the selected cash account. Return to the Cash Accounts dialog box.
Click Ok. The Create Order Results dialog box is displayed, showing the payment order ID and the fie name. Note: If the output type of your payment format is XML(e.g. for SEPA formats), no file name is shown.
Click Ok.

Main Exercise

Trace Electronic Payment Address Used in Payment Files

Purpose: The purpose of this exercise is to show you how to trace electronic payment addresses used in payment files before the order is acknowledged and before the payment is created for both customer and supplier.

Windows:

Customer Payment Orders

Open the Customer Payment Orders window and populate.
Select the payment order that you want to follow-up and right click and click Details to open the Customer Payment Order Details window.
Select the item that you want to trace and right click and click Payment Address Data to open the Payment Address per Order dialog box.
Open the Payment Address tab and verify the information relating to your customer.
Open the Cash Account tab and verify the information relating to your own cash account and payment institute.
Click Close to return to the Customer Payment Order Details window.

Windows:

Customer Invoice Analysis

Open the Customer Invoice Analysis window and search for the credit invoice included in the customer repayment order.
Open the Payment Status tab. Payment address data will be displayed for the row(s) having On Payment Order status.
Select a row having On Payment Order status and right click and click Payment Address Data to open the Payment Address per Order dialog box to view the information on the used payment address.

Windows:

Supplier Payment Orders

Open the Supplier Payment Orders window and populate.
Select the payment order that you want to follow-up and right click and click Details to open the Supplier Payment Order Details window.
Select the item that you want to trace and right click and click Payment Address Data to open the Payment Address per Order dialog box.
Open the Payment Address tab and verify the information relating to your customer.
Open the Cash Account tab and verify the information relating to your own cash account and payment institute.
Click Close to return to the Supplier Payment Order Details window.

Windows:

Supplier Invoice Analysis

Open the Supplier Invoice Analysis window and search for the credit invoice included in the customer repayment order.
Open the Payment Status tab. Payment address data will be displayed for the row(s) having On Payment Order status.
Select a row having On Payment Order status and right click and click Payment Address Data to open the Payment Address per Order dialog box to view the information on the used payment address.

View Address Presentation for Payment Order Printouts and Payment Advices

Purpose: The purpose of this exercise is to show you how to display payment address presentation for both customer and supplier reports.

Windows:

Customer Payment Orders

Open the Customer Payment Orders window and populate.
Select the customer repayment order with the payment format, for which you defined the payment address presentations. Right click and click Print Order to open the Print Order dialog box.
Select the Used by File Output option and click Ok. The print report dialog box will be displayed.
Click Preview to view the Customer Repayment Order report with the used payment addresses.

Windows:

Report Archive

Open Report Archive window and populate or search for the payment advice that was automatically created when the repayment order was created. Note: The Order ID is part of the Notes field in Report Archive and can be used as the search parameter.
Preview the Payment Advice report and check for the presentation of the electronic payment address for the payee.

Windows:

Supplier Payment Orders

Open the Supplier Payment Orders window and populate.
Select the customer repayment order with the payment format, for which you defined the payment address presentations. Right click and click Print Order to open the Print Order dialog box.
Select the Used by File Output option and click Ok. The print report dialog box will be displayed.
Click Preview to view the Customer Repayment Order report with the used payment addresses.

Windows:

Report Archive

Open Report Archive window and populate or search for the payment advice that was automatically created when the repayment order was created. Note: The Order ID is part of the Notes field in Report Archive and can be used as the search parameter.
Preview the Payment Advice report and check for the presentation of the electronic payment address for the payee.

Follow-up Status Changes of Order Line Items

Purpose: The purpose of this exercise is to show you how to follow-up on status changes for payment order line items for both customer and supplier.

Windows:

Customer Payment Orders

Payment File Trace Information

Open the Customer Payment Orders window and populate.
Select the customer payment order with the payment format that generates payment file trace information. Right click and click Details to open the Customer Payment Order Details window.
Select an order row item that you want to exclude from the payment, right click and click Cancel. The status will changed from Unacknowledged to Canceled.
Open the Payment File Trace Information window and search for your payment order.
In the Date Canceled filed and Canceled By field verify the information that is displayed.

Windows:

Supplier Payment Orders

Payment File Trace Information

Open the Supplier Payment Orders window and populate.
Select the customer payment order with the payment format that generates payment file trace information. Right click and click Details to open the Supplier Payment Order Details window.
Select an order row item that you want to exclude from the payment, right click and click Cancel. The status will changed from Unacknowledged to Canceled.
Open the Payment File Trace Information window and search for your payment order.
In the Date Canceled filed and Canceled By field verify the information that is displayed.

Repeat File Output with Original Payment Addresses

Purpose: The purpose of this exercise is to show you how to create a payment file with canceled order line items and original payment addresses for both customer and supplier.

Windows:

Customer Payment Orders

Payment File Trace Information

Open the Customer Payment Orders window and populate.
Select the customer payment order with the canceled order line item. Right click and click Repeat Media Output to open the Repeat Media Output dialog box.
Select the Original Data option and click Ok. The Create Order Results dialog box is displayed, showing the payment order ID and file name. Note: If the output file type of your payment format is XML (e.g. for SEPA formats) no file name will be shown.
Select the payment order again, right click and click Payment File Traceability to open the Payment File Trace Information window. All the order lines created will be displayed automatically for the selected order. Note: No new payment file trace information was created at repeat media output with original data.
Open the file directory and check for the new file.
To include the canceled order line item in the payment again, open the Customer Payment Orders window and populate.
Select the customer payment order with the payment format that generates payment file trace information. Right click and click Details to open the Customer Payment Order Details window.
Select the canceled order line item, right click and click Restore. The status has been changed from Canceled to Unacknowledged.

Windows:

Supplier Payment Orders

Payment File Trace Information

Open the Supplier Payment Orders window and populate.
Select the customer payment order with the canceled order line item. Right click and click Repeat Media Output to open the Repeat Media Output dialog box.
Select the Original Data option and click Ok. The Create Order Results dialog box is displayed, showing the payment order ID and file name. Note: If the output file type of your payment format is XML (e.g. for SEPA formats) no file name will be shown.
Select the payment order again, right click and click Payment File Traceability to open the Payment File Trace Information window. All the order lines created will be displayed automatically for the selected order. Note: No new payment file trace information was created at repeat media output with original data.
Open the file directory and check for the new file.
To include the canceled order line item in the payment again, open the Supplier Payment Orders window and populate.
Select the customer payment order with the payment format that generates payment file trace information. Right click and click Details to open the Supplier Payment Order Details window.
Select the canceled order line item, right click and click Restore. The status has been changed from Canceled to Unacknowledged.

Modify Payment Address and Repeat File Output with Modified Payment Addresses

Purpose: The purpose of this exercise is to show you how to create a payment file with modified payment addresses and to follow-up on these changes for both customer and supplier.

Windows:

Customer

Open the Customer window and search for the require customer ID included in the repayment order or open the Customer Payment Order Details window and zoom in from the Customer field.
Open the Payment Tab, and select the payment method used in the repayment order.
Right click and click Electronic Payment Address to open the Bank Address window.
Modify the value in the Receiver's Account field and Save.

Windows:

Customer Payment Orders

Open the Customer Payment Orders window and populate.
Select the customer repayment order who's payment address has been modified.
Right click and click Print Order to open the Print Order window.
Select the Used by File Output option and click Ok.
Click Preview to view the Customer Repayment Order report with the payment address used in the original file output.
Close Adobe Reader and the Print Reports dialog box to return to the Customer Payment Orders window.
Select the customer repayment order for which you want to recreate the payment file and right click and click Repeat Media Output to open the Repeat Media Output dialog box.
Select the Current Date option and click Ok. The Create Order dialog box will be opened displaying the Payment Order ID and the file name. Note: If the output type of your payment format is XML(e.g. for SEPA formats), the file name will not be displayed.
To follow-up the changes, select the payment order again, right click and click Payment File Trace Information.
Select a row with the latest output sequence number, right click and click Electronic Payment Address to view the customer's payment address with the client mappings for the used payment format.
Click Close to return to Payment File Trace Information window and return to the Customer Payment Orders window.

Windows:

Supplier

Open the Supplier window and search for the require customer ID included in the repayment order or open the Supplier Payment Order Details window and zoom in from the Customer field.
Open the Payment Tab, and select the payment method used in the repayment order.
Right click and click Electronic Payment Address to open the Bank Address window.
Modify the value in the Receiver's Account field and Save.

Windows:

Supplier Payment Orders

Open the Supplier Payment Orders window and populate.
Select the customer repayment order who's payment address has been modified.
Right click and click Print Order to open the Print Order window.
Select the Used by File Output option and click Ok.
Click Preview to view the Customer Repayment Order report with the payment address used in the original file output.
Close Adobe Reader and the Print Reports dialog box to return to the Supplier Payment Orders window.
Select the customer repayment order for which you want to recreate the payment file and right click and click Repeat Media Output to open the Repeat Media Output dialog box.
Select the Current Date option and click Ok. The Create Order dialog box will be opened displaying the Payment Order ID and the file name. Note: If the output type of your payment format is XML(e.g. for SEPA formats), the file name will not be displayed.
To follow-up the changes, select the payment order again, right click and click Payment File Trace Information.
Select a row with the latest output sequence number, right click and click Electronic Payment Address to view the customer's payment address with the client mappings for the used payment format.
Click Close to return to Payment File Trace Information window and return to the Supplier Payment Orders window.

Trace Electronic Payment Addresses used in Payment File

Purpose: The purpose of this exercise is to show you how to trace electronic payment addresses used in payment files when the payment is already created for both Customer and Supplier.

Windows:

Acknowledge Customer Payment Orders

Open the Acknowledge Customer Payment Orders window and populate.
Select the customer repayment order that includes the items you want to follow-up. Right click and click Enter Acknowledge of Payment to open the Enter Acknowledge of Payment dialog box.
Click Ok. The Acknowledge Customer Payment Orders window will open with the Acknowledged check box selected.
Select the order, right click and click Create Payment to open the Payment Parameters dialog box.
Click Ok. A new payment will be created.

Windows:

Payment per Customer Analysis

Open the Payment per Customer Analysis window and select the Auto Populate check box and search for the customer for whom you created the repayment.
Select the cash transaction created by the repayment. The ledger transactions will be displayed.
Select a ledger transaction, right click and click Payment Address Data to open the Payment Address per Payment dialog box. The information relating to the used payment address as well as payment references will be displayed.

Windows:

Customer Analysis

Open the Customer Analysis window and select the Auto Populate check box and unselect the Show Open Items Only check box and search for the customer for which the repayment was created.
Select an item that was included in the repayment order, right click and click Payments per Invoice/Prepayment Analysis to open the Payments per Invoice/Prepayment Analysis window.
Select the payment transaction, right click and click Payment Address Data to open the Payment Address per Payment dialog box. The information relating to used payment address as well as payment references will be displayed.

Windows:

Customer Invoice Analysis

Open the Customer Invoice Analysis window and search for the credit invoice for which you created the repayment.
Open the Payment Status tab. The row having Paid status has the payment address data displayed.
Select the row having Paid status, right click and click Payment Address Data to open the Payment Address per Payment dialog box with information on the used payment address as well as payment references.

Windows:

Acknowledge Supplier Payment Orders

Open the Acknowledge Supplier Payment Orders window and populate.
Select the customer repayment order that includes the items you want to follow-up. Right click and click Enter Acknowledge of Payment to open the Enter Acknowledge of Payment dialog box.
Click Ok. The Acknowledge Supplier Payment Orders window will open with the Acknowledged check box selected.
Select the order, right click and click Create Payment to open the Payment Parameters dialog box.
Click Ok. A new payment will be created.

Windows:

Payment per Supplier Analysis

Open the Payment per Supplier Analysis window and select the Auto Populate check box and search for the customer for whom you created the repayment.
Select the cash transaction created by the repayment. The ledger transactions will be displayed.
Select a ledger transaction, right click and click Payment Address Data to open the Payment Address per Payment dialog box. The information relating to the used payment address as well as payment references will be displayed.

Windows:

Supplier Analysis

Open the Supplier Analysis window and select the Auto Populate check box and unselect the Show Open Items Only check box and search for the customer for which the repayment was created.
Select an item that was included in the repayment order, right click and click Payments per Invoice/Prepayment Analysis to open the Payments per Invoice/Prepayment Analysis window.
Select the payment transaction, right click and click Payment Address Data to open the Payment Address per Payment dialog box. The information relating to used payment address as well as payment references will be displayed.

Windows:

Supplier Invoice Analysis

Open the Supplier Invoice Analysis window and search for the credit invoice for which you created the repayment.
Open the Payment Status tab. The row having Paid status has the payment address data displayed.
Select the row having Paid status, right click and click Payment Address Data to open the Payment Address per Payment dialog box with information on the used payment address as well as payment references.

Remove Payment File Trace Information

Purpose: The purpose of this exercise is to show you how electronic payment addresses can be removed from the application.

Windows:

Payment File Trace Information

Open the Payment File Trace Information window.
Right click and click Cleanup of Payment File Trace Information to open the Cleanup of Payment File Trace Information dialog box.
Click Created Before and enter the date up to which you want to remove payment file trace information.
Click Ok. Payment file trace information which was created before the entered date and which is not connected to an active payment order or a payment order or a payment order that was acknowledged in a mixed payment will be removed from the application.