How do I Use Automatic Payments in the Purchase Ledger?
Contents
Summary
This option is due for retirement and has been replaced with the new Bulk Payments option.
You are advised to read How do I authorise and make bulk supplier payments?. This article will guide you through the new option for paying suppliers in bulk which allows you to review and select items to be paid.
The instructions below refer to a program which will be retired.
More Information
To use this option you should post your purchase invoice as normal, but ensure you specify the "Pay period" or "Pay date" in the "Advanced Details" section. This ensures the item will only be included in the payment run when it becomes due.
 | The due date can be calculated based on Supplier Payment Terms or entered as a specific date. To enter the actual date please ensure 'Payment & settlement periods as dates?' is set to 'Yes' in " Reports & Settings Maintenance Options System Administrator Platinum Settings". |
Held Document
If you are querying the document, you may choose to place it on hold using the "Hold doc?" option. held documents will not be paid through the automatic payments option until the hold expires or is removed.
- Leave "Expiry date" blank to put the document on hold indefinitely. See How do I take a customer\supplier invoice off hold? to remove the hold.
- If you choose to enter a date the hold will be removed automatically on this date.
- Enter brief "Hold notes" e.g. 'Awaiting Credit' or 'Order Query'.
These pieces of information will be displayed in Purchase Ledger/Payments.
Payments
Payments Due Report
To review what is due for payment produce the Payments Due Report.
- Go to " Purchase Ledger Maintenance Options Automatic Payments Payments Due Report".
- At "From Account" enter the first supplier account to produce the report for or search for the supplier.
- At "To Account" enter in the last supplier account to produce the report for or search for the supplier.
| If you want to produce a report for all supplier accounts, leave the "Accounts" fields blank. |
- Press <F2> to produce the report.
Making the Payment
- Go to " Purchase Ledger Maintenance Options Automatic Payments Auto Payments".
- At "From Account" enter the first supplier account to make the payment for or search for the supplier.
- At "To Account" enter the last supplier account to make the payment for or search for the supplier.
- At "Nominal Centre" enter the Payment Centre to use. This will default to 'Z992' - Current Bank Account.
- At "Cheque No./Description" enter a description of the payments to be made. This description will apply to all payments made and will appear on the supplier history, remittance advices and the cashbook e.g. 'BACS' or the first 'Cheque Number' to use for the run.
- At "Auto-update Cheque No." change the flag to 'N' if paying by BACS. If you are paying by cheque, then you can set this flag to 'Y' and every time the supplier changes, the cheque number that you entered in the previous field will be increased by one.
- At "Override Account Statuses" set this to 'Y' to override any accounts that have a status set. If you set this to 'P' for Prompt, the system will ask you what to do if an status is found e.g. 'HOL' - Hold All Payments!
 | Use this option with care! Any transactions on a supplier's account that appear to be due for payment will be paid off automatically when you use the " Auto Payments" option. You can only stop the payments being made by putting the relevant documents on hold and cannot stop the process once you have asked it to run. You must make any corrections manually using Purchase Ledger Payments. |
- Press <F2> to start the payment run.
See also
- Posting purchase invoices
- How do I put a customer\supplier invoice on hold?
- How do I take a customer\supplier invoice off hold?
- How do I authorise and make bulk supplier payments?
- How do I reverse a Payment to a Supplier?
