29 Work with Payment Groups

This chapter contains these topics:

29.1 Working with Payment Groups

Navigation

From Accounts Payable (G04), choose Automatic Payment Processing

From Automatic Payment Processing (G0413), choose Work with Payment Groups

After you create payment groups, you can review and change payments. You generally review payments twice:

  • After you create payment groups but before you write payments. This allows you to identify payments and vouchers that you want to change or remove from the payment cycle. You can:

    • Change information at the payment and voucher levels

    • Remove payment groups, payments, and vouchers from the payment cycle

    • Change control information for payment groups

  • After you write payments but before you update the A/P ledger. This allows you to identify payments that you want to void or remove from the payment cycle. You can:

    • Void the payments that were written and rewrite them

    • Remove payment groups, payments, and vouchers from the payment cycle

The following graphic shows the relationships among the forms that you use to work with payment groups.

Figure 29-1 Relationship of Forms Used in Payment Groups

Description of Figure 29-1 follows
Description of "Figure 29-1 Relationship of Forms Used in Payment Groups"

The following graphic shows the principal steps for processing payment groups.

Figure 29-2 Principal Steps in Processing Payment Groups

Description of Figure 29-2 follows
Description of "Figure 29-2 Principal Steps in Processing Payment Groups"

29.2 Printing the Payment Analysis Report

You can print the Payment Analysis Report at any time in the automatic payment process to ensure that payments are correct. This report shows whether payments are ready to be written or ready to be updated to the A/P ledger. It shows all payments in all payment groups.

This program displays and updates information in the following temporary worktables:

  • A/P Payment Header (F04572)

  • A/P Payment Control Group (F04571)

  • A/P Payment Detail (F04573)

This is a DREAM Writer report.

Figure 29-3 Payment Analysis Report with Vendor Detail G/L Bank Account

Description of Figure 29-3 follows
Description of "Figure 29-3 Payment Analysis Report with Vendor Detail G/L Bank Account"

29.3 Reviewing Payment Groups

You can review payments at different levels before you write them. When you review payment groups, you can display a list of groups based on a G/L bank account, payment instrument, or next status. For example, you might want to review all payment groups with a next status of WRT (write).

This program displays information in the following temporary worktables:

  • A/P Payment Header (F04572)

  • A/P Payment Control Group (F04571)

  • A/P Payment Detail (F04573)

To review a payment group

On Work with Payment Groups

Figure 29-4 Work with Payment Groups screen

Description of Figure 29-4 follows
Description of "Figure 29-4 Work with Payment Groups screen"

  1. Display all payment groups by pressing Enter.

  2. To limit your search, complete any of the following fields:

    • Bank Account

    • Write/Update

    • Version

    • Payment Instrument

    • Originator

    • Print Queue

    • Currency Code

    • Business Unit

Field Explanation
Version Identifies a group of items that the system can process together, such as reports, business units, or subledgers.
Write/Update A code that indicates which type of payment record will be displayed. Valid selections are:

0 – Payments to be written or updated

1 – Payments to be written

2 – Payments to be updated

The default (blank) is 0.
Originator The person who created the payment group.
Print Queue This is the print output queue for A/P payments.
Next Status This field represents the next status for the A/P payments. The data in this field is driven by a VTX field and can be revised.

The initial values include:

WRT – Payment is ready to be printed

UPD – Payment is ready to be updated

29.4 Reviewing Payments within Payment Groups

After you review a list of payment groups, you can access payment detail for a specific payment group.

This program displays information in the following temporary worktables:

  • A/P Payment Header (F04572)

  • A/P Payment Control Group (F04571)

  • A/P Payment Detail (F04573)

To review a payment within a payment group

On Work with Payment Groups

Choose Payments for a payment group.

The system displays payments on a form that is appropriate to the next status of the payment group:

  • WRT – The next status is write. The system displays Review Payment Group - Write.

  • UPD – The next status is update. The system displays Review Payment Group - Update.

This program displays information in the following temporary worktables:

  • A/P Payment Header (F04572)

  • A/P Payment Control Group (F04571)

  • A/P Payment Detail (F04573)

29.5 Reviewing Vouchers within Payment Groups

After you review a list of payment groups, you can access voucher detail for a specific payment group. You might need to review vouchers before you write them.

This program displays information in the following temporary worktables:

  • A/P Payment Header (F04572)

  • A/P Payment Control Group (F04571)

  • A/P Payment Detail (F04573)

To review a voucher within a payment group

On Review Payment Group - Write, you can change the value in the Sequence field to toggle the display of payments between address book number or alpha name.

On Work with Payment Groups

  1. Choose Payments for a payment group with a WRT status.

    Figure 29-5 Review Payment Group - Write screen

    Description of Figure 29-5 follows
    Description of "Figure 29-5 Review Payment Group - Write screen"

  2. On Review Payment Group - Write, choose Voucher Detail for a payment.

  3. On Review Voucher Detail, you may choose to view vouchers sequenced by Document Number order or by Discount Due Date order. Set the Sequence field according to your preference.

Figure 29-6 Review Voucher Detail screen

Description of Figure 29-6 follows
Description of "Figure 29-6 Review Voucher Detail screen"

Field Explanation
Sequence A code used to designate the display sequence for payment review.

Valid values are:

Blank = Payee Address Book Number

1 = Payee Alpha Name

29.6 Revising Unprocessed Payments

You can make limited changes to payments, vouchers, and payment groups before you write them. This task includes:

  • Excluding debit balances

  • Splitting payments

  • Decreasing the amount of discounts

  • Revising the value date of payments

  • Removing voucher pay items

  • Removing unprocessed payments

  • Revising control information for a payment group

This program displays information in the following temporary worktables:

  • A/P Payment Header (F04572)

  • A/P Payment Control Group (F04571)

  • A/P Payment Detail (F04573)

29.6.1 Excluding Debit Balances

You might have debit balances that you want to exclude from payment processing.

To exclude a debit balance

On Work with Payment Groups, Review Payment Group - Write, Review Voucher Detail, or Review Payment Group - Update

Choose Undo for a payment group, payment, or voucher.

29.6.1.1 What You Should Know About

Topic Description
Excluding debit balances To exclude all debit balances from the payment group, set the processing option for Minimum Amount in Create Payment Groups.
Reviewing debit balances When you process debit balances for review purposes only, you can run the Payment Analysis Report or review them on Work with Payment Groups before you undo them.

29.6.2 Splitting Payments

When you want to pay part of a voucher now and part later, you can split the payment. When you decrease the gross amount of a voucher, the system adds a new voucher pay item for the remaining balance. The new pay item is automatically approved for payment but is not part of the payment group.

To split a payment

On Work with Payment Groups

  1. Follow the steps for reviewing vouchers.

    See Section 28.1, "Grouping Vouchers for Payment"

  2. On Review Voucher Detail, choose Split Detail.

    Figure 29-7 Review Voucher Detail screen (Split Detail area)

    Description of Figure 29-7 follows
    Description of "Figure 29-7 Review Voucher Detail screen (Split Detail area)"

  3. Choose Split for a voucher.

  4. Complete the following field:

    • Gross Amount

Field Explanation
Gross Amount The gross amount of an invoice or voucher pay item, including tax but not including discounts. The total amount for a voucher or invoice is the accumulation of the open pay items. The accounting distributions must balance to the net amount of a voucher or invoice, not to the gross amount.

29.6.3 Decreasing the Amount of Discounts

You can decrease but not increase the amount of a discount.

To decrease the amount of a discount

On Work with Payment Groups

  1. Follow the steps for reviewing vouchers.

    See Section 28.1, "Grouping Vouchers for Payment"

  2. On Review Voucher Detail, choose Split Detail.

  3. Complete the following field:

    • Discount Taken

Field Explanation
Discount Taken In Accounts Payable, it is the amount of discount you take when you process a payment to a supplier for an open voucher.

The discount taken does not have to be the same as the discount available.

29.6.4 Revising the Value Date of Payments

Typically, payment value dates apply to draft processing.

To revise the value date of a payment

On Work with Payment Groups

  1. Choose Payments for a payment group with a WRT status.

  2. On Review Payment Group - Write, access the detail area.

    Figure 29-8 Review Payment Group - Write screen (Detail area)

    Description of Figure 29-8 follows
    Description of "Figure 29-8 Review Payment Group - Write screen (Detail area)"

  3. Complete the following field:

    • Value Date

Field Explanation
Value Date The date that the item was debited or credited to the bank account.

29.6.5 Removing Voucher Pay Items

When you do not want to pay a voucher, remove it from the payment group. The system resets the pay status of the voucher from payment in-process to approved.

To remove a voucher pay item

On Work with Payment Groups

  1. Follow the steps for reviewing vouchers.

    See Section 27.2, "Reviewing Vouchers"

  2. On Review Voucher Detail, choose Undo for a pay item.

29.6.6 Removing Unprocessed Payments

When you do not want to pay a payment, remove it from the payment group. The system removes the voucher pay items from the payment group and resets their pay status from payment in-process to approved.

To remove an unprocessed payment

On Work with Payment Groups

  1. Choose Payments for a payment group with a WRT status.

  2. On Review Payment Group - Write, do one of the following:

    • Choose Undo for a payment

    • Choose Undo All for all payments

29.6.7 Revising Control Information for Payment Groups

To change the payment instrument, payment register, attachments, debit statements, and print queues for payments, change the control information for the payment group. The system uses payment instrument defaults to create this information when you create payment groups. You can change it before you write payments. Use Field Sensitive Help (F1) in any of the fields on the right side of the window to choose different formats and values. Any change you make affects the entire payment group.

To revise control information for a payment group

On Work with Payment Groups

  1. Choose Payments for a payment group with a WRT status.

  2. On Review Payment Group - Write; choose Payment Group Controls for a payment group.

    Figure 29-9 Review Payment Group - Write screen (Payment Group Controls area)

    Description of Figure 29-9 follows
    Description of "Figure 29-9 Review Payment Group - Write screen (Payment Group Controls area)"

  3. On Payment Group Controls, change any of the following fields:

    • Payment Instrument

    • Print Queue

    • Print Program

    • Register Program

    • Attachment Program

    • Debit Statement Program

    • Sequence ID

    • Attachment Print Queue

    • Debit Statement Print Queue

  4. Exit to Review Payment Group - Write.

29.6.8 What You Should Know About

Topic Description
Restart or Undo tape payments If you restart or undo a payment group that was written to tape, the tape file/member is deleted from the system (F04572F) and any other payment groups on that same file/member is prevented from Update. If you update a payment group that was written to tape, all other payment groups on that same tape file/member are prevented from restart or deletion. You can not restart or undo a payment group for a tape file that has already been copied to tape for the bank.