How do I Use Automatic Payments in the Purchase Ledger?

Summary

You are advise to see How do I authorise and make bulk supplier payments? which is the new option for paying suppliers in bulk.

The instructions below refer to a program which will be retired.

More Information

First of all, post on the purchase invoice as normal, but with the following additional information.

• On the "Advanced Details:" section in the "Pay Period:" field, enter here the number of days/months from the date of the invoice that it is due for payment, and select the appropriate flag in the "Pay Period:".
• If you wish to put this document on hold for any reason, in the "Hold doc?:" field, select the drop down flag appropriately.

Payments Due Report

Go to " Purchase Ledger Maintenance Options Automatic Payments Payments Due Report".

• In the "From Account:" enter in the first supplier account to produce the report for or search for the supplier.
• In the "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".

• In the "From Account:" enter in the first supplier account to make the payment for or search for the supplier.
• In the "To Account:" enter in the last supplier account to make the payment for or search for the supplier.
• In the "Nominal Centre:" enter the Payment Centre to use. This defaults to 'Z992'.
• In the "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. For example, this might read 'BACS', 'FPC' or the first in the sequence of cheque numbers that you want to use.
• In the "Auto-update Cheque No.:" change the flag to 'N' if paying by BACS or FPC. 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.
• In the "Override Account Statuses:" set this to 'Y' if you want 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.
• Pressing <F2> will make the 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.

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?

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Keywords AND Misspellings

auto, payment, automatic, supplier