About supplier ledger payment processing

You can create a supplier ledger payment by using the Supplier payments (AP302000) window.
In this window, you specify the date, the supplier, and the supplier location, and you select a payment method available for this supplier.
On the Details tab, you can add invoices and adjustments from this supplier to be paid by this payment.
Alternatively, you can automatically load open invoices and adjustments of the supplier, including open purchase credit notes, and select which of the documents will be paid by this supplier ledger payment.

The Unapplied balance field in the top part displays the current unapplied balance as you add invoices or adjustments to the Documents to apply list for the payment.
You can take the payment off hold only if it has zero unapplied balance.

If the payments of the selected payment method will be processed by a bank, the bank may apply finance charges.
On the Finance charges tab, you can add these charges and specify their particular amounts for the payment.

Also, you can initiate the process of paying invoices automatically in the Process payments (AP50300S) window.
You can select invoices for payment by payment date, cash account, payment method, supplier, and discount availability.
Supplier ledger payments will be created for the selected invoices and grouped by supplier.
For a specific invoice, you may require a separate payment if the Pay separately option was selected for this invoice.
Also, if the Pay separately option is selected for the supplier in the Suppliers (AP303000) window, each invoice or credit adjustment of the supplier will be paid by a separate supplier ledger payment.

Each supplier ledger payment has one of the following statuses, which tells you its stage in processing:

• On hold:
  Generally, this status is used for a payment that is a draft.
  This is the default status for new payments if the Hold documents on entry check box is selected in the Supplier ledger preferences (AP101000) window.
  A payment with the On hold status can have no applied invoices or adjustments.
  You cannot take a payment off hold if the payment method requires the printing of payment and the payment has not been printed.
• Printed:
  After editing is completed and the payment, if required, has been printed, the status of the supplier ledger payment is changed to Printed.
  A document in this status can be released.
• Closed:
  The document has been released.

Supplier ledger payments for different suppliers are paid by using different payment methods depending on how the supplier wants to be paid.
You can configure payment methods that require the printing of payments. If supplier ledger payments are paid by a payment method that requires payment printing, supplier ledger payments may be taken off hold and released only after the payments for them have been printed.

Supplier ledger payments that do not require printing of payments (for example, those to be paid by a wire transfer) can be released regardless of the moment when they are actually paid.

When you release a payment, a batch is created with transactions reducing the balances of the cash account and the supplier's supplier ledger account.
If the payment is released at the proper time, before the cash discount date, a cash discount can be earned (and deducted from the payment amount).

Releasing an supplier ledger payment creates a batch of the following accounting transactions.

If a payment is paid in a foreign currency, the following additional accounts may be involved:

• Realised gain account or Realised loss account:
  
  The balance of one of these accounts is updated by the amount resulting from different currency exchange rates on the date of the invoice and the date when the invoice has been paid.
• Rounding gain account or Rounding loss account:
  The balance of one of these accounts is updated by the amount resulting from rounding the sum of the document details to the document total.

You can void a supplier ledger payment that was previously released in the Supplier ledger workspace.
Voiding the payment will reverse the transactions on all accounts involved, and reverse all postings to the General ledger workspace.

The voided payment for a supplier ledger payment has the same summary and details information but with negative amounts.