Modifying Payment Batches
After selecting invoices and building payments, you can review and modify a payment batch. You can modify the payment amount of an invoice, prevent payment to a supplier, prevent payment of a particular invoice, or add an invoice that Payables did not originally select. If you add invoices to a payment batch, Payables automatically rebuilds payments after you modify the payment batch. After you complete your modifications, you can review your changes on a new Preliminary Payment Register, and modify the payment batch again or continue with Formatting Payments.
Note that all payment batch windows display amounts in the payment currency.
Prerequisites
You have initiated a payment batch, and the status is Unstarted.
To modify payment batch parameters:
1. In the Find Payment Batches window, enter criteria to find the payment batch you want to use. Choose Find.
2. In the Payment Batches window, select the payment batch.
- To change payment batch limits and other information, modify any of the following: Maximum and Minimum Payment Amounts, Maximum Outlay, Document Order, First Document, Voucher information, EFT Creation Criteria. You can change Allow Zero Payments only if your bank and payment document allow it.
3. Choose Actions to proceed with selecting and building the batch. After the batch has been selected or built, you cannot change the selection criteria. Instead, you must cancel the batch and enter a new one with the modified selection criteria.
Prerequisites
You have initiated a payment batch, and the status is Built.
You have not yet formatted payments for this payment batch.
To modify payments within a payment batch:
1. After you have built the payment batch, you can change the make-up of the batch.
- To add an invoice to a payment batch, enter the Supplier name and Site. Select Yes for Pay supplier. Payables displays the approved invoices for the supplier site. For each invoice you want to add to the payment batch, select Yes for Pay invoice.
If there is an approved, unpaid invoice you want to include in the payment batch even though it does not meet the selection criteria, you may manually enter the invoice number in the Selected Invoices region. Payables will automatically bring up the rest of the invoice information and include it in the payment batch.
- To remove an invoice from a payment batch, query the Supplier name and Site. Payables displays the invoices for the supplier site which were selected for the payment batch. To remove an invoice from the batch, select No for Pay invoice.
- To remove all invoices for a particular supplier site from a payment batch, query the Supplier name and Site. Select a Non-Payment Reason for your records. Select No for Pay supplier.
- To change payment or discount amounts for a selected invoice, query the Supplier name and Site. Payables displays the invoice(s) for the supplier site that were selected for the payment batch. Alter the payment or discount information for the invoice. Note that the discount amount is in the payment currency.
- To change the supplier bank account for electronic payments, query the Supplier name and Site. Payables displays the scheduled payments for the supplier site that were selected for the payment batch. If you enable the Allow Remit-to Account Override Payables option, you can change the Remit-to Account to another bank account assigned to the supplier site that uses the same payment currency.
- To identify supplier site unused credits that you are not using, see if there is a difference between the Maximum Payment Amount and the Proposed Payment Amount. For example, you have two invoices selected for payment for a supplier site, a $100 invoice and a -$300 credit. If you allow zero amount payments, Payables will create a $0 payment for this supplier site. The Maximum Payment Amount for the credit is -$300, but since only $100 can be applied, the Proposed Payment is -$100.
If you want to review more information on any invoice, choose Invoice Overview.
MODIFY PAYMENT BATCH RESTRICTIONS
WITHHOLDING TAX INVOICES. You cannot adjust the payment amount or the Discount amount on invoices that include withholding tax.
