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You can create a payment in system to transfer money from you organizations bank account to an

external entities bank account. The external entity can be an external supplier, an internal organization,
an employee, any government organization, etc.
You can create a payment against any open AP transaction (such as Invoice, Prepaid Invoice, Expense
Reports) by manually entering all the payment information in the payment form, or by using multi action
payment form. A payment can take an electronic form; such as EFT or wire, or a printed form such as a
check.

Processing methods determines the workflow of a payment.

Cheque Payment:
You can use a Cheque payment to print a pre-formatted Cheque from the system.

Wire:
You can use wire payment to create a system payment and pay the supplier outside the system by using
Cash or any method which does not require any system action.

EFT:
You can use EFT payment to create a system payment and generate a payment file from system to
complete the bank transaction. The payment file format requirements are normally different for different
banks. Make sure you create correct payment format file and assign it to the right processing method
before using EFT payment.

Each AP payment document consists of 2different levels of data


1. Header Level Information
2. Line Level Information

You can create a payment by various different methods.


1. Manually entering all the header, line & account details
2. By using multi-action payment form
3. Importing all the header, line information from an excel file.
4. Copying an existing payment in the payment form and then changing the data as required.
Header Level Information
Header level information is same for all line invoices applied in a payment. You can view & update the
header level information of an AP payment by navigating to Accounts Payable -> AP payment.
To create a new payment/or update an existing payment, enter below information as applicable for the
document and then save the record.

Payment Header Id:


A unique system generated number. You cant modify this number.

Payment Number:
A unique number assigned to each payment and referred in all documents/reports. You can manually
enter a unique number before saving the payment record. If you leave this field blank, system auto-
generates a unique payment number.

BU Name:
Select the business organization name. You can default the business organization name from the business
organization profile.

Ledger:
Ledger defaults from the business organization.

Payment Type:
Select a payment Type. System defaults the value to Manual.

Document Date:
System defaults document-date from current system date but allows you to update the value.

Supplier Name:
Enter supplier name.

Supplier Number:
System defaults supplier number from supplier name.

Supplier Site:
Select the supplier site

Status:
Status field shows current status of the payment.
You can change the status a transaction through the action field. Few statuses are auto-changed by system
and cant be modified through transaction action field.
Incomplete
Complete
Closed
Processing Method:
Select processing method help. Processing method specifies the workflow of the payment.

Description:
Enter any comment /remark in the description field.

Finance Tab

Document Currency:
Document (or Doc.) currency is the currency of the payment document. It is the currency with which
supplier prefers to communicate & be paid. The value in this field defaults from supplier and supplier site
but system allows you to manually change the doc currency value.

Currency:
Currency field shows the primary currency of the business unit where the payment document is created.
The currency value defaults from the primary ledger of the business unit. You cannot and should not try
to change the value in this field.

Exchange Rate Type & Exchange Rate:


You can select an exchange rate type & enter a value for the exchange rate field if the currency and
document currency are different for the transaction document.

Header Amount:
Header amount field shows the total header amount for the payment document. System auto calculates &
updates this field as per the line amount.

Pay Group:
Pay group defaults from the supplier & supplier site. System allows you to manually override the default
values.

GL Journal Header Id:


GL Journal header id is a read-only field. This field shows the journal header id.
Line Level Information
You can create one or more payment line for each payment header. Payment line contains the transaction
information against which the payment is prepared.

Sequence Number:
Sequence number is a read-only field. System auto-populates a unique sequence number for all the lines
across all the tabs for easy viewing of data of a single line in different tabs.

Line Id:
Line id is a read-only field. Line id is an auto increased, primary key of the ap_payment_line table.

Transaction Id:
Transaction id is a read-only field and defaults from the transaction number.

Transaction Number:
Select transaction number against which the payment is being prepared.

Payment Amount:
Enter payment amount. Payment amount should be less than equal remaining amount.

Rate:
Rate field defaults from the exchange rate from the header.

GL Amount:
GL amount is read-only field. System calculates GL amount by multiplying payment amount with the rate.
GL Amount = Payment Amount * Rate.

Total Amount:
Total amount shows the total transaction amount. Total amount is a read-only field.

Paid Amount:
Paid amount shows the total amount paid for the selected transaction. Paid amount is read-only field.

Remaining Amount:
Remaining amount shows the total remaining amount of the selected transaction. Remaining amount is a
read-only field. System calculates the remaining amount by subtracting paid amount from the total
amount.
Remaining Amount = Total Amount Paid Amount.

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