Supplier payments (AP302000)

Search line in list window

If you are in the list window, the first line in the table is a search line. Each column has a search field which you can click to search for or filter on specific values and narrow down the displayed table rows. You can search and filter in as many columns as you need to, to only display the results you want to view.

There are two types of search fields:

White: here you can type a specific search term to display results in this column containing this exact value. If you search on several (partial) words, you can separate them by a space or % and get different results:
- space: the result contains the words in any order,
- %: the result contains the words in the specific order, and the % functions as a wildcard as well.
Grey: you can click this to open the column filter pop-up window where you can filter the results for this column.

What to do from this window

The window toolbar

Button	Description
Release	Releases the payment.
Void	Voids or cancels the payment.
Fix general ledger link	This button appears when a link between the payment and the general ledger transaction is missing, and the payment with an incorrect status cannot be modified or deleted. Use this button to fix the missing connection between the payment and the general ledger transaction. Note: If the payment has an unapplied balance, additional steps are necessary to ensure accurate data: When the general ledger transaction is unposted, go to the Post transactions (GL502000) to post the general ledger transaction Use the Validate supplier balances (AP509900) window to run a validation for the supplier and the period of the payment.
Get balance from bank	Gets the balance of the payments from the bank.
Inquiries	Provides the following menu option: Supplier details: Navigates to the Supplier details (AP402000) window with the details of the supplier selected for the payment.
Reports	Provides the following menu options: Unreleased transactions (detailed: Navigates to the Unreleased transactions (detailed) (AP610500) report. Document register (detailed): Navigates to the Supplier documents register (detailed) (AP622000) report. Payment register: Navigates to the Payment register (AP622500) report.

The top part

You use this area to specify summary information on a new payment or other document, or to select an existing document.

Element	Description
Type	The type of supplier ledger payment document. The following types are available: Payment: This type designates payments for purchase invoices with the Open status. One payment may be applied to one or multiple invoices. Purchase credit note: A document of this type may be applied as a payment for purchase invoices and credit notes. Prepayment: A document of this type represents amounts paid in advance for future purchases or services. Supplier refund: A payment of this type can directly adjust the cash account, and may be applied to purchase credit notes. Voided refund: This type represents a cancelled refund. Voided payment: This type represents a cancelled payment. Supplier write-off: A document of this type represents a supplier write-off.
Ref. no.	The unique identifier of the supplier ledger document, which is assigned by the system in accordance with the number series specified in the Supplier ledger preferences (AP101000) window.
Status	The status of the document, which can be one of the following: On hold: This status typically applies to draft documents. It is the default status for new documents when the Hold documents on entry option is enabled in the Supplier ledger preferences (AP101000) window. A payment with the On hold status cannot have any applied invoices or adjustments. If the payment method requires printing and the payment has not been printed, you cannot remove the hold status from the payment. Printed: After editing is completed and the payment, if required, has been printed, the status of the payment is changed to Printed. A document with this status can be released. Open: Indicates that the document is released, but the application amount is less than the payment amount. Reserved: Indicates that the document was released and then put on hold. A user selected the Hold status for the document with the Open status and the system changed the document status from Open to Reserved. Reserved documents could not be applied to outstanding documents. Clear the Hold check box to release the document from hold. Closed: Indicates that the document is released and closed (application amount is equal to the payment amount). Voided: The document has been voided. Write-off: The document originates from a write-off.
Hold	When this check box is selected, the status of the document is On hold. This check box is disabled for purchase credit notes.
Date	The date when the payment is applied. The default value is the current business date, but you can change the date. This field is disabled for purchase credit notes.
Financial period	The financial period of the payment application.
Payment ref.	A payment reference number, which can be a system-generated number or an external reference number entered manually. The system requires and validates the uniqueness of the entered payment reference number, if all the following conditions are met: The Hold check box of the document is cleared. Otherwise, entering a payment reference number is not required. The Require unique payment ref. check box is selected for the supplier's payment method in the Payment methods (CA204000) window. Otherwise, the system does not validate the uniqueness of the entered payment reference number. This field is not available for purchase credit notes.
Supplier	The supplier to receive the payment.
Location	The supplier's location. Once the supplier is selected, the supplier's main location is specified here by default.
Payment method	The payment method associated with the supplier. This field is not available for purchase credit notes.
Cash account	The cash account associated with the payment method. The value may be changed, but the currency of the cash account should be the same as the one specified in the Currency field. This field is not available for purchase credit notes.
Currency	The currency of the payment; by default, it is the currency associated with the cash account. It can be a currency other than the supplier's default currency if currency overriding is allowed for the supplier account.
Description	A description for the payment. You may use up to 50 alphanumeric characters. For write-off documents, the description is taken from the reason code.
Payment amount	The total payment amount that should be applied to the documents.
Unapplied bal.	The balance that has not been applied. This will be a non-zero value if the payment amount is not equal to a document's total amount.
Application amt.	The amount to be applied on the application date.
Finance charges	The total on all finance charges applied to this document.
Bank balance	The balance of the payment in the bank.

The Documents to apply tab

By using this tab, you can create a list of documents to which the payment should be applied.
If you click Load documents in the table toolbar, the system adds open purchase credit notes (if any) at the top of the list in addition to invoices and credit adjustments.
Documents can also be applied first at a later stage.

After the release of the payment document, the details are updated and moved to the Application history tab.

Button	Description
Load documents	Loads appropriate invoices and adjustments of the supplier. Any open purchase credit notes will be loaded too and will appear at the top of the list.

Button

Description

Load documents

Loads appropriate invoices and adjustments of the supplier.

Any open purchase credit notes will be loaded too and will appear at the top of the list.

Column	Description
Document type	The type of the document to which the payment should be applied.
Ref. no.	The reference number of the supplier ledger document to which the payment should be applied.
Amount paid	The amount to be paid which is displayed in the currency of the document that is selected in the window.
Cash discount taken	The actual amount of cash discount taken.
With. tax	The amount of tax withheld (if withholding taxes are applicable).
Date	Either the date when the supplier ledger document was created or the date of the supplier's original document.
Due date	The due date of the document.
Cash discount date	The date when a cash discount from the supplier is available.
Cross rate	A cross rate that you can optionally specify between the currency of the payment and currency of the original document.
Balance	The amount before the discount is taken.
Cash discount balance	The difference between the cash discount that was available and the actual amount of cash discount taken.
With. tax balance	The difference between the amount of the tax to be withheld and the actual withheld amount (if any withholding taxes are applicable).
Description	A description of the document.
Currency	The currency of the document.
Post period	The period to which the document should be posted.
Supplier ref.	The original reference number of the document or the ID assigned to it by a supplier (for informational purposes).
Reason code	A reason code that defines an account, subaccount and description to be used for writing off balances for supplier invoices.

The Application history tab

On this tab, you can view the history of the payment application. The table on the tab is blank until the document is released.

Button	Description
Reverse application	Reverses the application of payments to invoices or credit adjustments. If the original application involved transactions and changes of statuses and balances of documents, then the reversing generates a reversing batch and changes the statuses and balances of the involved documents.

Column	Description
Batch number	The ID of the batch that has adjusted the appropriate account balances. When you click this number, the Journal transactions (GL301000) window open, in which you can view the details of the batch.
Doc. type	The type of the document to which the payment was applied.
Invoice no.	The number of the supplier ledger document to which the payment was applied. By clicking this number, the document details window opens.
Amount paid	The amount that was actually paid which is displayed in the currency of the document that is selected on the window.
Cash discount taken	The discount taken during the application on the specified date.
With. tax	The amount of tax withheld (if applicable).
Financial period	The financial period of payment application.
Date	The date when the supplier ledger document was created.
Due date	The due date of the purchase invoice.
Cash discount date	The day when a discount from the supplier was available.
Balance	The amount after the discount was taken.
Cash discount balance	The amount of the discount taken.
Description	A description of the payment.
Currency	The currency of the document.
Post period	The period to which the document was posted.
Supplier ref.	The original reference number of the document or the ID assigned by the supplier (for informational purposes).
VAT adjustment	This check box is selected if there is a VAT adjustment connected with the payment.
VAT doc. no	Opens the window from which the VAT document connected with the payment originates.
VAT purchase credit note	Opens the window from which the VAT purchase credit note connected with the payment originates.

The Financial details tab

This tab contains information about the supplier ledger account and subaccount used in the payment.
For a released supplier ledger payment document, the tab also contains a reference to the batch that implements transactions.

Element	Description
Batch no.	The ID of the batch that adjusts the appropriate account balances when the document is released.
Branch	The branch of origin for this payment.
Supplier account/Write-off account	Supplier account: The liability account specified as the default account for the supplier. Write-off account: The general ledger account to be updated by the transaction amount for transactions marked by the reason code. If the write-off reason code set in the Supplier ledger preferences has a cash account assigned, you will get an error message when posting write-off transactions. You need to change the account for this reason code to another account.
Supplier ledger sub./Write-off sub.	Supplier ledger subaccount: The default subaccount for the supplier. Write-off subaccount: The corresponding subaccount to be used with the reason code.
Payment date	The date of the supplier ledger payment document.
Period	The financial period corresponding to the payment date.
Cleared	When this check box is selected, the payment was cleared in the process of reconciliation. If a cash account does not require reconciliation (the Requires reconciliation check box is cleared for the account in the Cash accounts (CA202000) window), this check box is selected by default.
Clear date	The date when the payment was cleared.
Batch deposit	When this check box is selected, the supplier refund should be added to a deposit.
Deposited	When this check box is selected, the supplier refund is deposited.
Batch deposit date	The date when the batch is deposited.
Batch deposit no.	The number of deposited batch.

The Remittance information tab

This tab holds the remittance information used for the payment to the supplier.
By default, the elements are populated with location-related information, but they can be overridden if needed.

The Remittance contact section

Element	Description
Override contact	When this check box is not selected, the remittance contact information is the same as the contact information specified on the Payment settings tab of the supplier location. If the check box is selected, you can enter other contact information.
Business name	The name of the supplier's department to receive the payment.
Attention	The attention line, if used in your company's business letters
Phone 1	The remittance contact person's primary phone number.
Email	The remittance contact person's email address.

Remittance address section

Element	Description
Override address	When this check box is selected, the remittance address is the same as the location's remittance address. If it is selected, the elements may be used to enter another address.
Address 1	The first line of the remittance address.
Address 2	The second line of the remittance address.
City	The supplier's city.
Country	The supplier's country.
County	The county of the remittance address.
Postcode	The location's postal code.

The Finance charges tab

This tab displays a list of finance charges applied by the bank for payment processing.

Finance charges cannot be specified for refunds and purchase credit notes.
To add finance charges to a prepayment, specify them on the payment that pays the prepayment request.

The table toolbar includes only standard buttons.

Column	Description
Entry type	The charge, selected by its entry type ID. You can select the entry type from the list of entry types associated with the cash account.
Description	A detailed description of the entry type to be used as a finance charge.
Offset account	The account that is used for this finance charge.
Offset subaccount	The corresponding subaccount for this finance charge.
Amount	The amount of the finance charge.