Supplier Payment Mixed Payment

Explanation

This activity is used to enter a supplier payment. This payment can be matched with one or more open supplier ledger items, or created as a payment in advance/payment on account or as a new (difference) item. You can also create parked payments (i.e. supplier payments not connected to a specific supplier) using this activity.

When matching open ledger items, the open items can be fully or partially matched. Differences between payment and matched amounts can be handled as a cash discount, write-off, interest, fine, tax withheld or as new unsettled item.

You can also match open items of companies which are posted in another company apart from the cash paying company. The cash paying company is always the company for which you enter the mixed payment. New unsettled items can be created for another company. However, parked payments can be entered only for the cash paying company.

For unmatched payment transactions (new difference items, payments on account/in advance or parked payments) preposting can be entered for all code parts except for the account.

Prerequisites

In order to perform this activity:

• A mixed payment of the NotApproved status should exist.
• For supplier payment other than parked payments, a supplier should be registered in the system.
• If you want to match the supplier payment with one or more invoices, those invoices should exist in the system with either PostedAuth or PartlyPaidPosted status.
• To write-off unmatched parts of open ledger items, write-off codes with a sufficient write-off limit for the user must be specified.
• If tolerances (amount and percentage) should be automatically considered, tolerances must be specified for the company and a tolerance write-off code must exist.
• If a discount is suggested for partial payments, the Suggest Discount for Partial Payment check box in Company/Payment tab must be selected. 
• To enter a new difference item, a supplier invoice type and a series ID as well as payment terms must be defined. 
• If you want to enter a payment in advance, a tax code of tax type Tax or Calculated Tax must exist.
• If you want to enter prepostings, the code part values for the preposting must exist.
• If you want to match open items of another company or create new unsettled items into another company, your user ID must be associated to the other company and connected to the relevant user data in IFS/Accounting Rules, User Related Data. All other basic data mentioned must be set up in the other company if this option is to be used.

System Effects

 Once the mixed payment is approved, the following system effects would take place:

• If any invoices are matched with the supplier payment, the status of those invoices will change to PaidPosted or PartlyPaidPosted depending on whether the invoice amount is fully matched or not.
• If a payment on account or a payment in advance or a new difference item has been entered, a new open ledger item will be created for the supplier.
• If a preposting has been entered and the posting types for the new difference items (IP20), payments on account (PP7), payments in advance (PP37) or parked payments (PP9) have AC2 (preposting) as
  the control type, the preposting code string will be used for posting of the unmatched amount from the supplier payment.
• If the supplier payment includes items of another company, the multi-company supplier payment and separate vouchers for each company will be created. The vouchers will also include inter-company postings for the cash paying company (PP23) and the affiliated company (PP22).

Window

Mixed Payment

Related Window Descriptions

Mixed Payment
Mixed Payments Analysis
Mixed Payment Analysis

Procedure

To enter a supplier payment for one or more invoices/prepayments:

1. In the Mixed Payment window, click the Transactions tab.
2. Create a new record. Select transaction type Enter Supplier Payment for the Payment Transaction Type field.
3. Enter the ID of the supplier who receives the payment in the Payer/Payee Identity  field
4. Enter the amount in the Amount field.
5. Save the information.
6. Select the record you saved. The Matching Transactions sub tab will be enabled.
7. Create a new record in the Matching Transactions sub tab.
8. Enter the series ID and the number of a ledger item for which you want to make the payment in the Series ID and Inv/Prepayment No fields.
9. Repeat steps 7-8 in order to enter all the ledger items for which you want to make payments.
10. Save the information.

To enter a supplier payment for one or more invoices/prepayments of another company:

1. In the Mixed Payment window, click the Transactions tab.
2. Create a new record. Select the transaction type Enter Supplier Payment for the Payment Transaction Type field.
3. Enter the ID of the supplier receiving the payment in the Payer/Payee Identity field.
4. Enter the amount in the Amount field.
5. Save the information.
6. Select the record you saved. The Matching Transactions sub tab will be enabled.
7. Create a new record in the Matching Transactions sub tab.
8. Enter in the Company field the ID of the company for which you want to match the invoice/prepayment.
9. Enter the series ID and the number of the ledger item of the specified company for which you want to make the payment in the Series ID and Inv/Prepayment No fields.
10. Repeat steps 7-9 in order to enter all the ledger items for which you want to make payments.
11. Save the information.
12. As an alternative to steps 8-9: If you have cleared the Company field, the List of Values for the Inv/Prepayment No field will display open items of several other companies. After the open item is selected from the List of Values, the Company field will automatically display the company of the open item.

To enter a supplier payment for a single invoice/prepayment:

1. In the Mixed Payment window, click the Transactions tab.
2. Create a new record. Select transaction type Enter Supplier Payment for the Payment Transaction Type field.
3. Enter the series ID and the number of the ledger item for which you want to make the payment in the Series ID and Inv/Prepayment No fields. The List of Values can be used to select the required values.
4. Save the information.

To enter a supplier payment for a single invoice/prepayment of another company:

1. In the Mixed Payment window, click the Transactions tab.
2. Create a new record. Select the transaction type Enter Supplier Payment for the Payment Transaction Type field.
3. Enter the company for which you want to match the invoice/prepayment in the Company field.
4. Enter the series ID and the number of the ledger item for which you want to make the payment in the Series ID and Inv/Prepayment No fields.
5. Save the information.
6. As an alternative to steps 3-4: If you have cleared the Company field, the List of Values for the Inv/Prepaym No field will display open items of several other companies. After the open item is selected from the List of Values, the Company field will automatically display the company of the open item.

To create a supplier payment in advance:

1. Select the relevant Enter Supplier Payment transaction in the Transactions tab in the Mixed Payment window.
2. Select the Payment in Advance check box.
3. Enter a tax code in the Tax Code field. The List of Values can be used to select an appropriate tax code.
4. If you want to enter a preposting for the payment in advance, enter the code string for the preposting in the Code B - J fields. Note: The field names for the code parts are user-defined.
5. Save the information.

To enter a supplier payment on account:

1. In the Mixed Payment window, click the Transactions tab.
2. Create a new record. Select transaction type Enter Supplier Payment for the Payment Transaction Type field.
3. Enter the ID of the supplier who gets the payment in the Payer/Payee Identity  field
4. Enter the amount in the Amount field.
5. If you want to enter a preposting for the payment on account, enter the code string for the preposting in the Code B - J fields. Note: The field names for the code parts are user-defined.
6. Save the information. A message will appear to ask you whether you want to create the payment as a payment on account or whether you want to match it with invoices. Click OK to create a payment on account.

To enter a supplier payment on account for another company:

1. In the Mixed Payment window, click the Transactions tab.
2. Create a new record. Select transaction type Enter Supplier Payment for the Payment Transaction Type field.
3. Enter in the Company field the ID of the company for which a new payment on account should be created.
4. Enter the ID of the supplier who receives the payment in the Payer/Payee Identity  field.
5. Enter the amount in the Amount field.
6. If you want to enter a preposting for the payment on account, enter the code string for the preposting in the Code B - J fields. Note: The Code B - J fields refer to the company for which the new unsettled item will be be created.
7. Save the information. When approving the mixed payment, a message will appear to ask you whether you want to create the payment as a payment on account or whether you want to match it with invoices.
8. Click OK to create a payment on account.

To enter a new difference item for a remaining amount:

1. Open the Mixed Payment window and search for the mixed payment to which you want to add the supplier payment.
2. Create a new record in the Transactions tab.
3. Select Enter Supplier Payment for the Payment Transaction Type field.
4. Enter the ID of the supplier to whom you are making the payment in the Payer/Payee Identity field.
5. Enter the amount in the Amount field.
6. Save the information.
7. Click Sel.Batch in the Matching Transactions tab to open the Select Batch of Invoices dialog box.
8. Search for the supplier invoices you want to match with the supplier payment.
9. Select the invoices you want to match with the supplier payment and click OK. The invoices you selected will be automatically displayed in the Matching Transactions  tab. The difference between the amount from the lump sum transaction and the total of the amounts of the matching transactions will be shown in the Remaining Amount field.
10. To enter a new difference item for the remaining amount, create a new record in the Matching Transactions tab and select the New Item check box.
11. Modify the suggested values in the New Item Invoice Type, Series ID, Identity, Payee Identity, Pay Term Base Date, Payment Terms, Tax Code  and Authorizer ID fields if required.
12. Enter an item ID in the Inv/Prepaym No field if the series ID for the new item requires manual numbering.
13. Enter the amount for the new difference item in the Pay Amount in Pay Curr or in the Pay Amount in Acc Curr field.
14. If the supplier is a one-time supplier, an existing address ID from the list for the Invoice Address ID field.
15. If you want to enter a preposting for the new difference item, enter the code string for the preposting in the Code B - J fields. Note: The field names for the code parts are user-defined.
16. If you want to enter notes for the new item, in the Text field, enter the note or double-click on the Notes check box and enter a note in the Notes dialog box.
17. Save the information.

To enter a new item for a whole lump-sum:

1. Open the Mixed Payment window and search for the mixed payment to which you want to add the supplier payment transaction.
2. Create a new record in the Transactions tab.
3. Select Enter Supplier Payment for the Payment Transaction Type field.
4. Select the New Item check box.
5. Enter the ID of the supplier to whom you are making the payment, in the Payer/Payee Identity  field.
6. Enter an item ID in the Inv/Prepaym No field if the series ID for the new item requires manual numbering.
7. Enter the amount in the Amount field.
8. If you want to enter a preposting for the new item, enter the code string for the preposting in the Code B - J fields. Note: The field names for the code parts are user-defined.
9. If you want to have notes for the new item, enter the notes in the Text field.
10. Save the information. A new record will automatically be created in the Matching Transactions  tab.
11. Modify the suggested values in the Pay Term Base Date, Payment Terms and Tax Code fields if required.
12. If the supplier is a one-time supplier, an existing address ID from the list for the Invoice Address ID field.
13. Save the information.

To create a supplier parked payment:

1. In the Mixed Payment window, click the Transactions tab.
2. Create a new record. Select transaction type Enter Supplier Payment for the Payment Transaction Type field.
3. Enter the amount in the Amount field.
4. If you want to enter a preposting for the parked payment, enter the code string for the preposting in the Code B - J fields. Note: The field names for the code parts are user-defined.
5. Save the information.