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Payables sorts the report using the document order you specify for the payment batch. Payables prints this document order on the first page of the report, along with the other criteria you specify for the payment batch. On the first page of the report, Payables prints the number of set up documents, non-payment documents (those documents which exceed the maximum payment amount or are below the minimum payment amount, zero payments allowed, zero invoices allowed, or payment documents that you deselected while making modifications to the payment batch), overflow documents, and the number of negotiable documents. Payables also prints the total outlay required for the payment batch on this page.
Payables groups the invoices by supplier site and prints the total for each payment for a site.
If Payables selects invoices for payment in the payment batch, but the invoices do not meet payment requirements, Payables prints asterisks and a non-payment reason for the invoices. Payables does not create payments for a supplier site's invoices if the total of the selected invoice(s) exceeds the maximum payment amount or is less than the minimum payment amount that you specify for a payment batch, or if the total payment amount for a supplier site is less than or equal to 0.
If the total payment amount for a supplier site is less than or equal to zero, this may indicate that you had unused credits for that supplier site. The Preliminary Payment Register shows a zero or negative balance in the Gross Amount column and a zero balance in the Document Amount column if you allow zero amount payments. If you do not allow zero amount payments, and you have a positive and negative invoice for the same amount, Payables prints Zero Amounts Excluded in the Status field, and does not create a payment document for these invoices. Payables waits until the payment amount for this supplier site is a positive amount before creating a payment for this site.
After you modify individual supplier site and invoice payments in the Modify Payment Batches window, you can print an updated Preliminary Payment Register. If you deselect invoices from a payment batch, Payables prints No in the Pay column for the invoice and does not include the invoice amount in the payment document total for the supplier site.
You also submit this report for any unconfirmed payment batch from the Submit Request window. See: Submitting Standard Reports, Programs, and Listings.
Payment Batch. Enter the name of the payment batch for which you want to review preliminary payments. You can select any payment batch that you have not yet confirmed or cancelled.
Voucher Number. If you enable Sequential Numbering, Payables prints the voucher number that it will automatically assign to the payment. The voucher number for the first payment in the payment batch is the voucher number you specified in the Voucher Number field when you initiated the payment batch. If the invoices do not meet the payment requirements for the batch, Payables prints asterisks in this column.
Status. The non-payment status of a payment document for an invoice or group of invoices:
Pay. Payables prints Yes if it will create a payment document for the invoice payment. Payables prints No if the invoice payment has a non-payment status, indicating that Payables will not create a payment document for it.
Seq Num. Payables displays the sequence number which determines the order in which Payables has selected a supplier site's invoices for payment. Payables assigns these sequence numbers to individual invoice payments for a supplier site during invoice selection.
You can use the Modify Payment Batches window to change the sequence number of an invoice payment to reorder the sequence of the invoice payments on a payment document.
Pay Num. Payables displays the number of the scheduled payment for an invoice selected in a payment batch.
Gross Amount. Gross amount due on an invoice selected in a payment batch. Payables subtracts the discount amount from the gross amount to calculate the payment amount.
Discount Amount. Discount amount you are taking on an invoice payment. Payables subtracts the discount amount from the gross amount to calculate the payment amount.
Payment Amount. Payment amount for an invoice selected in a payment batch. Payables calculates the payment by subtracting the discount amount from the gross amount. Payables prints a subtotal of invoice payments for each supplier site. Payables also displays the total of all invoice payment amounts, which is the total outlay for a payment batch.
Pay. Payables prints No if there is any non-payment status associated with an invoice. You can see the reason an invoice will not be paid by reviewing the Status column on this report. Payables subtracts the payment amount for the deselected invoice from the document amount for the payment document.
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