28 Group Vouchers for Payment

This chapter contains these topics:

Section 28.1, "Grouping Vouchers for Payment"
Section 28.2, "Reviewing the Payment Group Edit Report"

28.1 Grouping Vouchers for Payment

Navigation

From Accounts Payable (G04), choose Automatic Payment Processing

From Automatic Payment Processing (G0413), choose Create Payment Groups

Before you can write payments, you must create payment groups. When you create payment groups, the system separates vouchers that have similar information, such as the same bank account and payment instrument. This allows the system to process similar vouchers in the same way. You use the payment groups when you review and write payments.

This is a DREAM Writer program.

You run Create Payment Groups once for each payment cycle. The program typically creates more than one payment group. Each payment group contains information that determines how the group will be processed, including:

Bank account
Payment instrument
Output queue

Each payment group also contains control information that determines which program to use for:

Payments
Registers
Attachments
Debit statements

If you need to include additional vouchers in a payment group, you can undo the group, approve those vouchers for payment, and rerun the program. The system displays payment groups after you write them until you undo them or update them to the A/P ledger.

The Create Payment Group program allows you to summarize document information on the pay stub or attachment by Document Only as well the default summarization by document and due date.

28.1.1 What Happens When You Create Payment Groups?

When you create payment groups, the system:

Selects vouchers with a pay status of A (approved).
Creates payment groups for all selected vouchers by grouping vouchers with the following common information:
- Bank account
- Payment instrument
- Currency code
- Business unit (optional)
- Company (optional)
After the system creates payment groups, each group also has the following information in common:
- Version ID
- User
- Creation date
- Output queue
Assigns each payment group a "next status" of WRT (write).
Changes the pay status of selected vouchers from A to # (payment in-process).
Creates worktables to use in writing payments:
- A/P Payment Control Group table (F04571). Contains a single header record for each payment group with information about that group of payments.
- A/P Payment Header table (F04572). Contains a record for each payment within a group. These records are the actual payments that will be written and updated to the F0413 file through the Work With Payment Groups program.
- A/P Payment Detail table (F04573). Contains a record for each voucher pay item within a payment. This is the information that will be printed on the payment stub and updated to the F0414 file through the Work With Payment Groups program..
Prints a Payment Group Edit report that shows vouchers that are selected for payment.

The following graphic shows the system process for creating payment groups:

Figure 28-1 Process to Create Payment Groups

Description of "Figure 28-1 Process to Create Payment Groups"

28.1.2 What You Should Know About

Topic	Description
Payment Group Control number	The system retrieves the Payment Group Control number from the next number table (F00022). for file F04571.
Including vouchers based on Discount Due Date and Net Due Date	You can evaluate the Net Due Date to determine whether or not to select a voucher for payment. If the Pay Through date is greater or equal to the Discount Due Date but less than the Net Due Date, the voucher is not included in the payment group. If the Pay Through Date is greater than or equal to the Discount Due Date and greater than or equal to the Net Due Date, the voucher is included in the payment group.

Topic

Description

Payment Group Control number

The system retrieves the Payment Group Control number from the next number table (F00022). for file F04571.

Including vouchers based on Discount Due Date and Net Due Date

You can evaluate the Net Due Date to determine whether or not to select a voucher for payment.

If the Pay Through date is greater or equal to the Discount Due Date but less than the Net Due Date, the voucher is not included in the payment group. If the Pay Through Date is greater than or equal to the Discount Due Date and greater than or equal to the Net Due Date, the voucher is included in the payment group.

28.1.3 Before You Begin

Verify that you set up suppliers with the correct payment instrument.
Calculate withholding, or set the processing options for this program to automatically calculate withholding.
Make changes to vouchers, if necessary. You cannot change vouchers that are included in a payment group; you will need to remove the voucher from the group in order to make changes.
Approve vouchers for payment.

28.2 Reviewing the Payment Group Edit Report

When you create payment groups, the system generates this report, which shows the vouchers that are selected for payment. You can use this report to review vouchers and payment groups.

See sample report below.

28.2.1 Example: Selecting Payment Currency

You set the currency processing method you want to use for payments with a processing option:

Bank Account Monetary Unit
Voucher Domestic Currency
Voucher Foreign Currency
Current Domestic Amount

You can also use a processing option to override the bank account. Two multi-currency considerations exist for overriding the bank account:

The monetary bank account must have the same currency as the transaction.
The bank account's company currency must be the same as the foreign or domestic currency of the transaction.

The following examples describe these methods.

28.2.1.1 Bank Account Monetary Unit

When you use the Bank Account Monetary Unit method, you pay in the currency of the bank account. A gain/loss might be calculated. For example:

Company base currency = USD

Monetary bank account = EUR

Voucher Number	Domestic	Foreign
PV1	USD	EUR

Because the monetary bank account is EUR, choosing this method results in paying the foreign amount of the voucher (EUR).

28.2.1.2 Voucher Domestic Currency

When you use the Voucher Domestic Currency method, you pay the domestic amount of the voucher. No gain/loss is calculated. For example:

Company base currency = USD

Voucher Number	Domestic	Foreign
PV1	USD	EUR
PV2	USD

When you choose this method you pay the domestic USD amount for both vouchers.

28.2.1.3 Voucher Foreign Currency

When you use the Voucher Foreign Currency method, you pay the foreign transaction amount of the voucher. A gain/loss might be calculated.

Example 1:

Company base currency = USD

Voucher Number	Domestic	Foreign
PV1	USD	EUR

Example 2:

Company base currency = GBP

Voucher Number	Domestic	Foreign
PV2	GBP	EUR

When you choose this method you pay the foreign EUR amount for both vouchers.

28.2.1.4 Current Domestic Amount

When you use the Current Domestic Amount method, you pay the current domestic amount of the voucher. A gain/loss might be calculated. For example:

Company base currency = EUR

Transaction currency = USD

Voucher Number	Domestic	Foreign	Exchange Rate
PV1	5,000 EUR	1,000 USD	5.0

When you pay this voucher, the exchange rate has changed:

Voucher Number	Domestic	Foreign	Exchange Rate
PK1	6,000 EUR	1,000 USD	6.0

Choosing this method results in payment of 6,000 EUR. The system calculates a 1,000 EUR loss on the transaction.

28.2.2 Processing Options

See Section 101.5, "Create Payment Groups (P04570)"

Figure 28-2 Payment Group Edit Report

Description of "Figure 28-2 Payment Group Edit Report"