Prompt Payment

Prompt Payment Processes

Prompt Payment features enable federal agencies to comply with the requirements of the Prompt Payment Act. These features include the Prompt Payment Date Calculation process, the Discount Calculation process, and the Interest Calculation process.

Prompt Payment Due Date Calculation Process

The Prompt Payment Due Date Calculation process updates the due date and the discount date on open invoices consistent with the Prompt Payment rules. While determining due dates and discount dates, this process takes these invoice and receipt attributes into account:

Invoice Attributes	Receipt Attributes
Terms Date Invoice Received Date Invoice Date Payment Terms Quantity Invoiced Goods Received Date	Date Received/Accepted Quantity Received/Accepted

This process also considers the constructive acceptance date and adjusts the due dates that fall on weekends or holidays.

Discount Calculation Process

The Discount Calculation process determines whether a discount is economically beneficial by comparing the discount rate to the Treasury's Current Value of Funds Rate (CVFR). If a discount is economically beneficial, it's automatically applied during the payment processing.

Interest Calculation Process

The Interest Calculation process calculates interest on late payments according to the Prompt Payment rules. This process also creates interest invoices as part of the payment process if the Create Interest Invoice setting is enabled for the payment term.

Parameters for Prompt Payment Date Calculation Process

You must provide these submission parameters for the Prompt Payment Date Calculation process:

Parameter	Comments
Business Unit	Only include invoices for the business unit
Generate Report	Determines if the process produces a report

In addition to the required parameters, you can also enter these optional parameters:

Parameter	Comments
Pay Group	Only include invoices for the Pay Group (if provided)
Payment Method	Only include invoices for the Pay Method (if provided)
Supplier	Only include invoices for the Supplier (if provided)
Supplier Type	Only include invoices for the Supplier Site (if provided)

Invoice Information

If the Generate Report parameter is entered, the process generates a Prompt Payment Date Calculation report. This report is sorted by Supplier, Supplier Site, and Invoice Number.

For each invoice, the report displays the following invoice information:

Name	Source
Invoice Number	Invoice Header
Invoice Received	Invoice Header
Goods Received	Invoice Header
Due Days	Payment Terms Installment
Interest Basis Days	Payment Terms Installment
Overdue Return Days	Original Invoice Returned Date minus Original Invoice Received Date minus Invoice Return Days
Due Date	Use the latest of the Invoice Line Basis Due Dates plus Due Days minus Overdue Return Days
Interest Basis Date	Due Date minus Days plus Interest Basis Days minus Overdue Return Days
Prompt Payment Date	Interest Basis Date plus Number of days to the next working day, if the Interest Basis Date is a nonworking day

Purchase Order Information

For each invoice, the report displays the Purchase Order Schedule line referenced by the invoice along with this Purchase Order information:

Name	Source
Invoice Line Number	Invoice Lines
PO Number	Invoice Lines
PO Line	Invoice Lines
PO Schedule	Invoice Lines
Quantity Invoiced	Invoice Lines
Match Level	Purchase Order Schedule
Constructive Acceptance Days	Payment Terms Header
Basis Acceptance Date	For a 3-way or 4-way match, the receipt with the latest Basis Acceptance Date with a nonzero value in the Receipt Quantity Invoiced is used.
Basis Due Date	In case of a direct invoice, the Invoice Received date or the Goods Received Date (if supplied), whichever is later. In other cases, the Basis Acceptance Date or the Invoice Received date, whichever is later.

Receipt Information

For each Purchase Order Schedule line, the report displays Receipts (if applicable).

The following Receipt information is displayed:

Name	Source
Receipt Date	Receipt Header
Acceptance Date	Transaction Date of the receipt inspection record
Constructive Acceptance Date	In case of a 4-way match, the Constructive Acceptance Days is added to the Receipt Date.
Basis Acceptance Date	In case of a 3-way match, the Receipt Date and Acceptance Date are the same and used as the Basis Acceptance Date. In case of a 4-way match, the Acceptance Date or the Constructive Acceptance Date, whichever is earlier.
Quantity Accepted	For 3-way match, Quantity Received for 3-Way match records. For 4-way match, Quantity inspected and accepted for 4-Way match records.
Consumed Receipt Quantity	Receipt quantities applied to previously paid invoices. Receipt quantities applied to unpaid validated invoice lines matched against the same purchase order shipment. These are selected in the order of Invoice Received Date, starting with the earliest.
Available Receipt Quantity	Receipt quantity available for matching against the PO line. Its value is Quantity Accepted minus Consumed Receipt Quantity.
Receipt Quantity Invoiced	Receipt quantity allocated against the current invoice line reported.