Creating Customer Payment Selections

Use the Customer Payment Selection Create (26.6.4.6) activity to select multiple invoices by due date and create payments for groups of invoices.

Note: You can create customer payment selections for invoices, credit notes, and invoice and credit note correction documents.

This results in a payment selection containing multiple invoice details for a payment from your customer to your bank account. You then generate a payment file. The payment file is formatted according to the payment format required by your bank for payments from this customer. For example, for a customer who normally pays by check, you link an AR check format to your bank account and specify this format for payments from this customer.

You can create the payment selection with one of three statuses:

• Initial. The Initial status is used in EDI Advanced Banking only. Initial payments do not create GL entries or update AR open balances. You cannot move a payment selection from the Initial status to another payment status. See EDI Advanced Banking for Accounts Receivable.

• Allocated. The Allocated payment can be sent in draft form to customers for approval.

• For Collection. The For Collection payment does not require customer approval and can be exported immediately as a payment file.

The Customer Payment Selection Create screen has three areas:

• Filter information. Use a combination of criteria to retrieve the invoices to be combined in the selection.

Enter a unique code (maximum 20 characters) to identify the payment selection. This field is required.

Specify the due date to be assigned to the payment selection. This date applies to all the individual invoices in the selection, regardless of their individual due dates.

This field displays the total of the individual invoices included in this payment selection, and includes expected discounts, even if the customer might never use the discounts.

The payment total is always positive. The value is updated based on the invoices that are selected in the grid.

Select Initial, Allocated, or For Collection as the payment status. The value you select determines the status in which payments are created.

Important: For the Initial, Allocated, and For Collection statuses to be available in the drop-down list, you must first have defined these statuses in Customer Payment Status Create for the selected bank GL account and payment format.

Initial: The Initial status is used in EDI Advanced Banking only. Initial payments do not create GL entries or update AR open balances. You cannot move a payment selection from the Initial status to another payment status. See EDI Advanced Banking for Accounts Receivable.

For Collection: The For Collection status ensures that only draft amounts that have been changed from Allocated to Accepted following customer approval are included in the final payment file. Unapproved drafts are excluded.

Specify your GL bank account. You can select only bank accounts that are linked to payment formats.

This field displays the default account number for the bank GL account defined in Account Create. You can select a different account if multiple account numbers are associated with the GL account. The payment format displayed is determined by the bank account number you select.

This field displays the format for the payment. This format is retrieved from the payment format and attributes linked to the GL bank account selected. See Payment Formats for details. Depending on the payment format, you may be able to modify some header attributes for the payment. The selected invoices must match this payment format.

This field is read only and is selected for payment selections that have been executed. The field is always blank in Customer Payment Selection Create.

This field is read only in Customer Payment Selection Create. It is used in Customer Payment Selection Modify where, if you cancel an invoice line or modify the due date or interest rate on an executed Initial payment selection, you must move the affected lines to an unexecuted Initial payment selection. See Customer Payment Selection Modify.

Specify how you want the system to set the Selected field on the invoices that are displayed in the grid after you click Apply:

Due Only: Enable the Selected field only for invoices with a due date on or before the Ref Due Date specified.

Due and Discounted: Enable the Selected field only for invoices that are either due on or before the Ref Due Day or are discounted within this period.

Specify the date the system must use for finding invoices to be included in this payment selection. The system selects invoices due on or before this date that meet the other selection criteria.

Choose to display all search results or only those results that match the Set Selected filter criteria. If you display All, you can manually modify the Selected field to include additional invoices if necessary.

Select this field to display only invoices that are not already associated with a bank account. Invoices without banks do not appear on payment selections, so may inadvertently be skipped during processing. This is especially important for supplier invoices.

If you select this field, the system groups the open invoices by customer and by invoice due date. For each group, the system creates a payment record with the same due date as the invoices in that group.

If the field is cleared, then all the invoices for the same customer are grouped in a single payment that has the selection due date as the payment date.

Clear: All selected invoices are grouped in one payment selection and assigned the due date specified in Payment Due Date.

Select: A separate payment selection is created for each group of invoices with the same due date. In this case, the Payment Due Date on the header is ignored, and the dates of the individual invoices apply.

Example: You enter selection criteria that result in 10 invoices displaying in the grid. Of these, five are due on May 1 and five on May 10. When Create Selections per Due Date is selected, two payment selections are created with five invoices each, and assigned the due dates May 1 and May 10.

Select this field to retrieve invoices from other domains that have the same shared set as the current domain.

You can create a payment selection within one entity that includes invoices created in other entities within the same domain.

The system creates a record for the Cross-Company daemon to process, and the payments for the invoices in the other entity are posted as cross-company transactions. See Cross-Company Transactions.

Use one of the following methods to update data in the grid:

• Click Search to retrieve invoices that match the search criteria. You can modify the criteria and click to append subsequent results to the grid.

• Click Clear to clear the results grid. When you have appended a number of searches to the grid, click to clear the most recent set of results.

• Click Header Fields to change attributes associated with the payment file header. This button is enabled only when the payment format specified supports this feature. See Payment Format Maintenance.

Only open invoices that have the own bank number and payment format specified in the header of the selection are retrieved.

You can only modify the Selected, TC Payment Amount, and Discount Amount fields in the results grid. You can right-click and insert a new row, which is automatically created as a prepayment.