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Payment Documents Window Reference

Use this window to define Payment documents for your Internal bank accounts.

Document Information Region of the Payment Document Window

Name. Name of the payment document.

Disbursement Type. The type of payment document. You can define additional disbursement types in the QuickCodes window which then appear in this field's list of values.

Payment Format. The format you want Payables to use to format payments for a payment document.

If you enable the Use Multiple Currencies Payables option, select your functional currency as your bank currency, and define your bank account as multiple currency, you can select any of the payment formats you defined, whether they are multiple currency or not. If you do not define your bank account as multiple currency, you can only select formats that are defined in the same currency as your bank account.

Payment Method. Payables displays the payment method for the payment format you assigned to a payment document. You assign a payment format to a payment document in the Payment Document window.

Inactive Date. Enter the date to make a payment document invalid for any disbursements. Payables does not display these payment documents in the list of values on or after the inactive date.

Additional Information Region of the Payment Document Window

Last Used. The last payment number you used to create a payment. If you are defining a new payment document, enter the number of the first document less 1. Payables automatically updates this number when you create payments.

Last Available. The last payment number available for a payment document. Payables uses Last Document Number and Last Available Document Number to determine if enough payment documents exist to print an automatic payment batch. Payables warns you when you initiate a payment batch if you are likely to run out of documents.

Setup Checks. The number of checks you want Payables to print at the beginning of each payment batch or Quick payment. Use setup checks to aid in aligning your printer.

Clearing Days. The number of days it takes a bank to clear future dated payment documents. Payables uses this number to determine which payments to clear during the Automatic Clearing for Future Dated Payments utility. You can submit this utility using the Submit Reports window.

Document Category. If you enable your Sequential Numbering System Profile option, Payables predefines a document category for each payment method for a payment document. Payables uses the document category to assign a unique voucher number to a payment, if your system administrator assigns an automatic sequential numbering sequence to the document category

You can only update the document category for a payment document if you enable the Allow Document Category Override Payables option. If you do not enable your Sequential Numbering System Profile option, you cannot enable the Allow Document Category Override option or enter a value in this field.

GL Accounts Region of the Payment Document Window

Cash Clearing. If you have enabled the Allow Reconciliation Accounting Payables option, enter the cash clearing account you are associating with a payment document. When you create a payment, Payables creates accounting entries for your unreconciled invoice payments to credit your cash clearing account using this account. When you reconcile your invoice payments using Oracle Cash Management, Payables creates accounting entries to debit this cash clearing account and credit this bank account's cash account. The account you enter here overrides the Cash Clearing Account you entered in the GL Accounts region of the Bank Accounts window.

If you are using future dated payment methods, enter the clearing account you are associating with a payment document. When you pay an invoice with a payment document that uses a Manual Future Dated or Future Dated payment method and post payments within Payables, Payables automatically debits your liability account and credits this account. When you clear this payment using automatic or manual reconciliation within Payables or Oracle Cash Management then post payments within Payables, Payables debits this cash clearing account and credits this bank account's cash account.

Bank Charges. If you have enabled the Allow Reconciliation Accounting Payables option and you are using Oracle Cash Management to reconcile your payments, enter the bank charges account you are associating with a payment document. When you reconcile your invoice payments using Oracle Cash Management, Payables creates accounting entries to record your bank charges using this account. The account you enter here overrides the Bank Charges account you entered in the GL Accounts region of the Bank Accounts window.

Bank Errors. If you have enabled the Allow Reconciliation Accounting Payables option and you are using Oracle Cash Management to reconcile your payments, enter the bank errors account you are associating with a payment document. When you reconcile your invoice payments using Oracle Cash Management, Payables creates accounting entries to record any bank errors using this account. The account you enter here overrides the Bank Errors account you entered in the GL Accounts region of the Bank Accounts window.

PAYMENT DOCUMENT RESTRICTIONS:

SETUP CHECKS: You can enter the number of setup checks only if your payment format corresponds to a check payment method. Payables prints these setup checks with XXXs and automatically records them as void when you confirm a payment batch or format a Quick payment.

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