Automatic Supplier Payment on File—Key Exercises
IMPORTANT |
It is extremely important
that you set up and work within your own company and with your own supplier to maintain your
data integrity. If you work with any other objects, your exercises will not
function as intended and the data of other students might be affected. Predictable exercise results require that your data
must be isolated in your own company. |
Basic Data Setup
Purpose: The purpose of this exercise is to show you how to
set
up the basic data required for running this particular functionality.
Windows:
Payment Institutes
- Open the
Payment Institutes window and populate.
- Select the line for payment institute BG.
- Right-click and then click Payment Methods per Institute . The
Payment
Methods per Institute
window appears, along with the available payment methods.
- Define the Output File Directory for payment method BGF. For example c:\temp.
Windows:
Cash Accounts
- Open the
Cash Accounts window and populate.
- Define a valid Account Number for cash account BGSEK. For example
2222-3333.
Required Data
Purpose: The purpose of this exercise is to show you how
to enter supplier invoices to be used in the exercises below. The invoices/installments must
also be authorized for payment.
- Enter several supplier invoices.
General exercise for Arrival
Entry Supplier Invoice
General exercise for
Post Supplier Invoice
General exercise for Authorize
Supplier Invoice for Payment
Purpose: The purpose of this exercise is to show you how to
select
authorized supplier invoices/installments into a payment proposal that will be used in the
exercises below.
- Create a payment proposal.
- Acknowledge this proposal.
General exercise for Load Payment Proposal
General exercise for Acknowledge
Payment Proposal
Main Exercises
Purpose: The purpose of this exercise is to show you how to
create an
electronic payment order from the acknowledged payment proposal
and how to generate payment advice when creating payment
order.
Windows:
Supplier Payment Proposals
Payment Formats per Company
Report Archive
In order to generate payment advice when creating
payment order:
- Open the
Payment Formats per
Company window, and
query for Payment Format ID BGFOR.
- Select the BGFOR, right-click and then click
Payment Formats. In the Payment Formats window select
Generate Payment Advice check box.
In order
to create payment order:
- Open the Supplier Payment Proposals
window, and
populate it.
- Select the line with the payment proposal from which you want to create
the payment order.
- Right-click and then click Create Payment Order. The
Create Payment Order
window appears, along with the payment
proposal that you selected and acknowledged.
- Enter BGF as the payment method or select it from the List of Values.
- Clear the Use Only Default Payment Method check box.
- Enter the financial institution, or payment institute, to which the
file will be sent, or select it from the List of Values.
- Click OK. The cash accounts for the payment appear in the
Cash Accounts windows.
- Click OK. The
Create Order Results
dialog box is displayed, showing the
payment order ID and the file name and destination.
- Click OK to close window.
- Open the Report Archive window,
and search for your payment advice with Report Title Payment Advise. You can see the payment
order ID and the output media in the Notes field.
Purpose: The Cancel Included Invoice activity is used
when all invoices/installments and prepayments for a specific payment order ID are to be
canceled. A payment order cannot be deleted before all included items are
canceled.
Windows:
Supplier Payment Orders
- Open the Supplier Payment Orders window, and
populate it.
- Select your payment order, right-click, and then click Details.
- Select one invoice/installment, right-click, and then click Cancel. The status of the invoice/installment changes
from Unacknowledged to
Cancelled.
Purpose: This activity changes the cancellation back if
payment of an invoice/installment was excluded by mistake.
Windows:
Supplier Payment Orders
- Open the Supplier Payment Orders window, and
populate it.
- Select your payment order, right-click, and then click Details.
- Select the cancelled invoice/installment, right-click, and then click Restore.
The status of the invoice/installment changes from Cancelled back to Unacknowledged. The
invoice/installment will now be paid.
Purpose: The purpose of this exercise is to show you how
to confirm the
payment. This is can be done after the payment institutes have confirmed the
payments or immediately after the order is created.
Windows:
Acknowledge Supplier Payment Orders
- Open the Acknowledge Supplier Payment Orders window, and
populate it.
- Select the payment that you want to
acknowledge. Right-click and then click Enter Acknowledgement of
Payment. The Enter Acknowledgement of Payment window
appears.
- If the payment is made in foreign currency, enter the currency rate that
was valid when the payment was made. If the cash
account is in yet another currency (other than the accounting currency), enter
the valid currency rate that will be used to calculate the amount in the cash currency.
- Also enter the bank fees connected to the payment, if applicable.
- Click OK to confirm. The Acknowledgment check box is now selected.
Purpose: The Create Payment activity is used to create payments within the system. This results in paid invoices/installments and a
payment voucher in the hold table.
If payment file trace information was created at order the point of creating the
order, then it is updated with the payments series ID and payment ID at point of
payment creation.
Windows:
Acknowledge Supplier Payment Orders
- Open the Acknowledge Supplier Payment Orders window, and
populate it.
- Select the acknowledged payment that you want to
create.
- Right-click and then click Create Payment. The payment parameters
appear.
- Click OK to confirm. A message appears showing information about the payment.
- Click OK to confirm.
The payment is no longer displayed in the Acknowledge Supplier Payment
Orders
window.
Purpose: The purpose of this lesson is to show you how
to view the
results of the payment.
Windows:
Supplier Payments Analysis
- Open the Supplier Payments Analysis window, and populate
it.
- Select the payment for which you want to view details, right-click, and
then click Supplier Payment Details to view the invoices/installments that were included in the
payment.
- Select one of the included invoices/installments, right-click, and then click Supplier
Details to view all invoices for the current supplier. Verify that included invoices have been paid.
You can also reach this window directly
from the Navigator.