27 Prepare Vouchers for Payment

This chapter contains these topics:

• Section 27.1, "Determining Cash Requirements"

• Section 27.2, "Reviewing Vouchers"

• Section 27.3, "Revising Vouchers"

• Section 27.4, "Releasing Vouchers"

• Section 27.5, "Splitting Payments"

Before paying vouchers, you need to review and release them. You can also change the pay status and due dates of open vouchers.

Before You Begin

• Review and approve changed information for vouchers. See Section 62.1, "Setting Up Payee Control".

27.1 Determining Cash Requirements

Navigation

From Accounts Payable (G04), choose Automatic Payment Processing

From Automatic Payment Processing (G0413), choose Cash Requirements Report

You can use the Cash Requirements Report to determine how much money you need for payments and how much money you have in your bank accounts. You can also use it to review upcoming cash requirements.

The report lists vouchers by supplier in four aging columns, provides a total for each supplier and each bank account, and shows the total amount necessary to pay open vouchers.

The Cash Requirements Report includes information related to A/P Approvals. Based on a processing option setting, you can bypass the print of vouchers that are not approved for payment. The report also shows the A/P Approval Status to assist with analyzing cash outflow.

This is a DREAM Writer report.

This report shows transactions from the A/P Ledger table (F0411).

27.1.1 What You Should Know About

Topic	Description
Multi-Currency	When you choose the Foreign Currency Aging format, the report shows both the foreign and domestic amounts, with amounts aged in three columns instead of four.

27.1.2 Data Selection for Cash Requirements Report

To specify a payment method, add Payment Instrument. To specify only unpaid pay items, change Pay Status to not equal (NE) P.

27.1.3 Processing Options

See Section 101.3, "Cash Requirements (P04431)".

27.2 Reviewing Vouchers

Navigation

From Accounts Payable (G04), choose Automatic Payment Processing

From Automatic Payment Processing (G0413), choose Speed Release

You can review vouchers and change or release them for payment. You will generally group your searches according to supplier, job or business unit, or G/L bank account so that you can efficiently make the changes for your current payment cycle. You can review vouchers for a:

• Supplier

• Job or business unit

• G/L bank account

When you review vouchers, the system displays open pay items in ascending order by net due date. It does not display records with pay status equal to paid, draft accepted, or payment in process. The form displays the total of selected vouchers with pay statuses of Approved and Hold.

The system displays information from the A/P Ledger table (F0411).

To review vouchers

On Speed Release

Figure 27-1 Speed Release screen

Description of "Figure 27-1 Speed Release screen"

1. Complete any of the following fields and press Enter:

   • Supplier Number

   • Job or Business Unit

   • Bank Account

2. To limit your search, complete any of the following fields and press Enter (optional):

   • Net Due Date

   • Invoice Date

   • Pay Status From

   • Document Type

   • Payee Number

   • G/L Offset

   • Payment Instrument From

   • Approver Number From

   • Currency Code

3. To further limit your search, choose Additional Selections.

   Figure 27-2 Additional Selections screen

   
   Description of "Figure 27-2 Additional Selections screen"
   
   

4. On Additional Selections, complete the following fields (optional):

   • Total Inquiry Amount

   • Invoice Number

   • Company

   • Net Due Date

   • Document/Doc Co

   • Consolidation Code

   • Bank Record Type

Field	Explanation
Currency Code	Indicates the currency used by the supplier. If you leave this field blank, Supplier Master provides the default value. If no currency is assigned to the supplier, the default value is the currency code of the voucher company. Form-specific information The Currency Code field in the header applies to the vouchers you want displayed. The Currency Code field in the fold area applies to individual vouchers. Valid values for the Currency Code field in the header are: A specific currency code This can be any currency code defined on your system. Only vouchers entered in the specified currency are displayed. Blank – The system supplies the currency code for the supplier from the Address Book system. It is the currency most commonly used by the supplier. Only vouchers entered in that currency are displayed. If the Address Book system has no currency code for the supplier, an * (asterisk) is used (described below). * – The form displays all vouchers in all currencies. Amounts are displayed in the domestic currency of the company they are associated with.
Total Inquiry Amount	The target open amount. The amount you enter in this field limits the number of detail lines that appear on the form. Example: The form displays five detail lines, each with an open amount of 225. You enter 800 in this field. Only the first four lines appear because they total 900 (225 x 4 = 900). The fifth detail line does not appear because the total inquiry amount has already been reached. If you limit a search using total inquiry amount, you must also enter a currency code or bank account. The search on total inquiry amount uses the selected currency or the currency of the selected bank account.

27.2.1 What You Should Know About

Topic	Description
Select voucher via Supplier Ledger Inquiry	You can select vouchers for review by choosing Supplier Ledger (F16) to acces the Supplier Ledger Inquiry screen. You can select individual vouchers or choose Select ALL for Return to Speed Release (F20) to select all of the vouchers. The transactions display on Speed Release.
Reviewing vouchers with multiple currencies	If you do not use a monetary bank account, supplier, or currency code to locate vouchers, the totals could be hash totals.
Payment Terms	Payment Terms in the detail area of the screen is an input-capable field. This can be changed from a multi-tier payment term when the invoice is no longer to be processed by the multi-tier batch update program.

27.3 Revising Vouchers

Navigation

From Accounts Payable (G04), choose Automatic Payment Processing

From Automatic Payment Processing (G0413), choose Speed Release

You might need to revise vouchers before paying them. For example, after you assign a bank account to vouchers, you might later decide that you want to pay those vouchers from a different account. This is especially common when you close a bank account and need to assign the vouchers to the account from which you will now pay.

You can make only changes that do not affect the voucher posting through speed release. Making changes through speed release can be more efficient than making them through voucher entry because:

• You can locate and change more than one voucher at a time

• You can locate and change multiple vouchers for multiple suppliers in one session, using additional search criteria

• The system does not reopen the batch, so you do not need to post it again.

Revising vouchers consists of:

• Revising an individual voucher

• Revising multiple vouchers

• Revising multiple vouchers based on expanded search criteria

The system updates information in the A/P Ledger table (F0411).

27.3.1 What You Should Know About

Topic	Description
Updating multiple vouchers	If you are revising multiple vouchers, you must page down to the bottom of the list of vouchers to update all of them. Otherwise, the system updates only the vouchers that are displayed on the form.

To revise an individual voucher

On Speed Release

Figure 27-3 Speed Release screen

Description of "Figure 27-3 Speed Release screen"

1. Locate the specific voucher you want to revise.

   See Section 13.1, "Reviewing Vouchers".

2. Change any of the following fields:

   • Pay Status

   • Payment Instrument

   • Net Due Date

   • Discount Taken

3. Choose Detail (F4).

   Figure 27-4 Speed Release screen (Detail area)

   
   Description of "Figure 27-4 Speed Release screen (Detail area)"
   
   

4. Change any of the following fields:

   • Payment Handling Code

   • Payment Remark

   • Payee

   • Bank Account

   • Approver Number

   • Payment Terms Code

To revise multiple vouchers

When you change single fields for multiple vouchers, the system changes all selected pay items to the new value. When you change multiple fields, the system selects all pay items with information matching the From field and changes them to the value of the To field.

On Speed Release

1. Follow the steps for reviewing vouchers.

   See Section 13.1, "Reviewing Vouchers".

   Locate only the vouchers you want to change.

2. Complete any of the following fields:

   • Net Due Date

   • Pay Status (From/To)

   • G/L Bank Account

   • Payment Instrument (From/To)

   • Approver Number (From/To)

3. Scroll to the last voucher to update all selected vouchers.

   If you do not, the system only updates the vouchers that appear on this and previous forms.

4. Choose Update.

27.3.2 What You Should Know About

Topic	Description
Changing posted vouchers	If you change posted vouchers using speed release, you do not need to repost the batch because the changes you make do not reopen the batch.
Changing the bank account with multiple currencies	You can change the bank account to any monetary bank account with the same currency as the voucher. The system edits the currency of the bank account against the transaction currency of the voucher. You can change the bank account to any non-monetary bank account which is in a company with the same domestic currency as the voucher company. You can then pay any foreign currency out of that bank account, provided it is the transaction currency.
Changing a discount	You cannot increase the amount of a discount.
Changing a payee	If you change the payee for an individual voucher, the system records the payment at the supplier level, even if the payee is a third party.

27.3.3 Revising Multiple Vouchers Based on Expanded Search Criteria

When you locate and revise vouchers for a supplier, you can have additional criteria on which to search. For example, you might want to revise all vouchers that are within the 1,000 to 5,000 amount range for a specific company. After selecting those vouchers, you might want to revise all vouchers that are assigned to a specific parent company. As you continue to select other vouchers for revision, the system retains those previously selected.

The additional criteria you can choose from when locating vouchers to revise include:

• Amount Range

• Company

• Date From and Through

• Parent Number

To revise multiple vouchers based on expanded search criteria

On Speed Release

1. Locate the supplier.

2. To access Supplier Ledger Inquiry, press F16.

3. Complete any of the search fields.

4. For additional criteria on which to search, access Additional Selections and complete any of the search fields.

   Figure 27-5 Additional Selections screen

   
   Description of "Figure 27-5 Additional Selections screen"
   
   

5. To view the vouchers that meet your criteria, press Enter.

6. For each voucher that you want to revise, enter 4 in the following field and press Enter:

   • Option

   The system replaces 4 with an asterisk (*) and displays the number of records you selected.

   Figure 27-6 Supplier Ledger Inquiry screen

   
   Description of "Figure 27-6 Supplier Ledger Inquiry screen"
   
   

7. Return to Speed Release (F3).

8. To revise vouchers for another supplier, locate the supplier and repeat the previous steps.

   The system retains the vouchers you have selected for each supplier, as long as you do not do one of the following:

   • Exit Speed Release

   • Use the Clear Screen function

   • Use the Change action and press Enter

   When you locate the supplier again, only the vouchers that match your selection criteria will appear.

   Figure 27-7 Speed Release screen

   
   Description of "Figure 27-7 Speed Release screen"
   
   

9. On Speed Release, complete any of the following fields:

   • Net Due Date

   • Pay Status (From/To)

   • G/L Bank Account

   • Payment Instrument (From/To)

   • Approver Number (From/To)

27.4 Releasing Vouchers

Navigation

From Accounts Payable (G04), choose Automatic Payment Processing

From Automatic Payment Processing (G0413), choose Speed Release

Releasing vouchers for payment is the most common reason for using speed release. You can:

• Release or place a voucher on hold

• Release or place multiple vouchers on hold

The system updates information in the A/P Ledger table (F0411).

To release or place a voucher on hold

On Speed Release

1. Follow the steps for reviewing vouchers.

   See Section 13.1, "Reviewing Vouchers".

2. Change the following field:

   • Pay Status-From

To release or place multiple vouchers on hold

You can use search criteria to locate and change multiple vouchers. For example, you can:

• Review vouchers with a pay status of hold that equal a specific amount and approve them

• Review approved vouchers and hold them

On Speed Release

1. Follow the steps for reviewing vouchers.

   See Section 13.1, "Reviewing Vouchers".

2. Change the following field:

   • Pay Status-From

   • Pay Status-To

3. Choose Update (F6).

Field

Explanation

Pay Status-From

A user defined code (00/PS) that indicates the current payment status for a voucher or an invoice. Codes are: P – Paid. The voucher or invoice is paid in full. A – Approved for payment, but not yet paid. This applies to vouchers and automatic cash applications. H – Hold pending approval. R – Retainage. % – Withholding applies. ?– Other codes. All other codes indicate reasons that payment is being withheld. The Accounts Payable system does not print payments for any other code. Form-specific information You cannot change the pay status to P (paid), D (draft accepted), or # (payment in-process).

27.4.1 What You Should Know About

Topic	Description
Prepaid vouchers	Before you process payments, approve the pending negative vouchers from any prepaid vouchers to offset the actual voucher.

27.5 Splitting Payments

Navigation

From Accounts Payable (G04), choose Automatic Payment Processing

From Automatic Payment Processing (G0413), choose Speed Release

You might want to split a voucher into more than one payment. For example, you can:

• Make a partial payment on a voucher now, and schedule one or more payments for a later date.

• Split the payment between two payees.

The new pay items have the same document number as the original voucher, but different pay item numbers. When you split payments, you might need to allocate discounts and taxes among the new voucher pay items.

The system updates information in the A/P Ledger table (F0411).

To split a payment

On Speed Release

1. Follow the steps for reviewing vouchers.

   See Section 13.1, "Reviewing Vouchers".

   Do not use the change action. You are accessing another program.

2. Choose the Split option (1) for a pay item.

   Figure 27-8 Speed Release Pay Item Split screen

   
   Description of "Figure 27-8 Speed Release Pay Item Split screen"
   
   

3. On Speed Release Pay Item Split, complete the following field for each new pay item:

   • Open Amount

4. Complete the following optional fields:

   • Discount Available

   • Payment Remark

   • Net Due Date

   • Pay Status

   • Payee

5. To split the pay item and return to Speed Release, press Enter.

6. To update the list of pay items, press Enter again.

27.5.1 What You Should Know About

Topic	Description
Splitting recurring vouchers	You cannot split a recurring voucher pay item (document type PR) because this type of voucher can have only one pay item.
Allocating discounts	If you split a voucher that includes a discount, the system applies the discount to the first split pay item, but allows you to allocate the discount. The following rules apply to allocating discounts: You cannot take a discount on a split pay item if the original voucher is already partially paid. If the open amount is positive, the discount available must be positive. If the open amount is negative, the discount available must be negative. Discounts for split pay items must balance to the discount for the original voucher. A discount cannot be greater than the open amount of the split pay item.
Allocating taxes	If you split a voucher that includes taxes, the system applies the taxes to the first split pay item, but allows you to allocate the taxes.

See Also:

• Entering Vouchers with Taxes (P04105) for information on allocating taxes

• Section 62.1, "Setting Up Payee Control"

27.5.2 Processing Options

See Section 101.4, "A/P Speed Release (P04114)"