You use this program to pay the invoices released for payment in a payment run.
All payments within a payment run are created for a single bank, currency and payment type (i.e. a payment run cannot contain payments from different banks or for different currencies or payment types).
If you are using the Real Time General Ledger facility for Accounts Payable (General Ledger Integration) and you did not select the option: Force check no, then journals are created for the General Ledger using only the Execute AP Payment Run program without check numbers. Refer to Accounts Payable Journals with 'Force check no' Option for additional details.
If a General Ledger account used in this program requires General Ledger analysis (General Ledger Codes or GL Structure Definition), then the GL Analysis program is displayed when you post the transaction, enabling you to enter the analysis details or to select to enter them later (see General Ledger Integration). General Ledger analysis entries are always distributed in the local currency, irrespective of the currency in which the original transaction is processed.
The Execute AP Payment Run program is accessed by selecting the Execute Payment Run option from the Payment Cycle menu of the Payment Cycle Maintenance program.
| Field | Description |
|---|---|
| Start Processing | Select this to process the payments for the payment
run. Once processed, the payment run is set to a status of Paid. A report listing the distribution totals for the payment run is produced. If the setup option: Settlement discount - Request tax amount (Accounts Payable Setup - Tax tab) is selected and the supplier is a local currency supplier, then the tax portion of settlement discount taken is calculated based on the tax code defined against the Default tax code for settlement discount (Accounts Payable Setup - Tax tab). The tax portion of settlement discount is posted to the ledger code defined for Settlement discount (tax) (General Ledger Integration - Payables tab). The next payment register number is allocated when you run this program. All invoices that are paid or part-paid are flagged so that the remaining available discount is automatically assumed to be zero the next time the Payment Cycle Maintenance program is run. See also Additional related programs. |
| Select this to print the information currently displayed in the Report output pane. | |
| Change Period | Select this to use the Change Posting Period program to change the posting period to a different period in which to process the payment entries. |
| Field | Description | ||||
|---|---|---|---|---|---|
| Payment run information | |||||
| Payment run | This indicates the payment run in which the invoices were released. | ||||
| Currency | This indicates the currency for the payment run. | ||||
| Bank | This indicates the code of the bank defined against the payment run and therefore the bank from which payment will be made. | ||||
| Bank name | This indicates the name of the bank from which payment will be made. | ||||
| Payment options | |||||
| AP posting period | This indicates the period and year that your Accounts
Payable module is currently in. This is the period and year in which the invoice payment will be processed. You use the Change Period option to change the posting period to a different period.
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| GL posting period | This indicates the General Ledger period and year in which the invoice payment will be processed. | ||||
| Payment date | You use this field to enter the date on which payment
will be made to the supplier. The date printed on system checks depends on your selection at the option: Default check day of month (Supplier Maintenance - General Details). |
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| 1099 values to update | These options are only displayed if your nationality code is defined as USA (System Setup). | ||||
| Current year | Select this to add the net value of the payment into the 1099 accumulated payment value for the current year. | ||||
| Previous year | Select this to add the net value of the payment into the 1099 accumulated payment value for the previous year. | ||||
| After processing completed | These options are displayed within programs that can be automated. They enable you to indicate the action you want to perform once processing is complete (see Automation Design). | ||||
![[Note]](images/note.png)
For invoices previously processed using the AP Tax Relief program (i.e. those with a transaction type T in the APSPAY-COD file), the Input GL tax code is credited and the Tax relief/recovery account debited after the payment run completes. This causes two extra GL account transactions to be added to the journal created. These are identified as R and S transactions in the APSDDI-DST field.
Because multiple payments can be processed for a single invoice, a U type transaction is inserted in the APSPAY-COD file for each payment or part payment made. The formula to insert the transaction is based on the part payment value per invoice. If tax was distributed to multiple tax codes, then the pro-rata portion is calculated across the tax codes. Note that the purpose of the U transaction type is merely to indicate that a tax recovery (either full or partial) has taken place on a specific date. It must therefore not be used to tally the supplier's balance.
The same transactions are also recorded in the Tax Return file using the tax codes associated with the Input tax and Tax relief/recovery account.
The results of the processing function you selected are displayed in this pane once processing is complete (unless you enabled the option to close the application from the After processing completed section). You use this section to print or email this information.
Electronic Signatures provide security access, transaction logging and event triggering. This enables you to increase control over your system changes.
Access to the following eSignature transactions within this program can be restricted at Operator, Group, Role or Company level. You configure this using the Electronic Signatures program.
| eSignature Transaction | Description |
|---|---|
| AP Execute payment run |
Controls access to the Execute payment run function of the Payment Cycle Maintenance and Execute AP Payment Run programs. |