Supplier Payment Status Codes
The conversion creates all, or a subset of, the supplier payment status codes listed in the following table.
Supplier Payment Status Codes
|
Payment Instrument
|
Status
|
|
Check
|
Initial
|
|
Check
|
For Collection
|
|
Check
|
Paid
|
|
Check
|
Void
|
|
Transfer
|
Initial
|
|
Transfer
|
For Collection
|
|
Transfer
|
Paid
|
|
Transfer
|
Void
|
|
Electronic Transfer
|
Initial
|
|
Electronic Transfer
|
For Collection
|
|
Electronic Transfer
|
Paid
|
|
Electronic Transfer
|
Void
|
|
Draft
|
Initial
|
|
Draft
|
For Collection
|
|
Draft
|
Paid
|
|
Draft
|
Paid Conditionally
|
|
Draft
|
Void
|
Determining Factors:
• The conversion always creates payment statuses for payment instruments of type Check. The statuses are created for each GL bank account.
• The conversion creates payment statuses for payment instruments of type Transfer when an Accounts Payable Master (ap_mstr) record exists with a type (ap_type) of CK and a Check Form (ap_ckfrm) of 3.
• The conversion creates payment statuses for payment instruments of type Electronic Transfer when an ap_mstr record exists with a type (ap_type) of CK and a check form (ap_ckfrm) of 4.
• The conversion creates payment statuses for payment instruments of type Draft when an Accounts Payable Master (ap_mstr) record exists with a type (ap_type) of CK and a check form (ap_ckfrm) of 5, 6 or 7.
• For payment instruments Check, Transfer, and Electronic Transfer, the conversion only creates the payment status For Collection if the Use Payment in Process Acct (apc_ctrl.apc_pip) field in AP Control (28.24, appm.p) is set to Yes. If this status is created, the Payment in Process (PIP) account defined in Bank Maintenance (bk_mstr.bk_pip_acct) is assigned to the GL account field for the Paid statuses.
Note the following:
• If the Use Payment in Process Acct (apc_ctrl.apc_pip) field in AP Control is set to No, AP payments for the payment instruments Check, Transfer, and Electronic Transfer are converted with the status Paid and with an Open indicator of No.
• If the Use Payment in Process Acct (apc_ctrl.apc_pip) field in AP Control is set to Yes, AP payments for the payment instruments Check, Transfer, and Electronic Transfer are converted with the status For Collection and with an Open indicator of Yes.
When PIP accounts are not used in the pre-conversion environment, regardless of the payment status, the conversion assigns all supplier payments a status of Paid.
QAD Enterprise Financials requires that PIP accounts be entered for payments with a status of Paid. However, unless the Conditional Collection status is used, the PIP account is retrieved from the For Collection status. The GL account is not required for this status and the use of PIP accounts is optional.
Regardless of whether PIP accounts are used or not in the pre-conversion environment, transactional processing can continue following the conversion to QAD Enterprise Edition. The processing is done without having to change static and transactional data.
If you want to implement PIP accounts, you can do this pre- or post-conversion.
Pre-conversion
You can create the PIP account, populate the required bank accounts with the new PIP account, and change the Use PIP Accounts field to Yes in AP Control. For the post-conversion position to be correct, ensure that the GL balance for the PIP account matches the balance of the open checks. You cannot adjust this post-conversion because QAD Enterprise Edition does not allow journal entries to customer or supplier payment accounts.
If you follow this approach, the conversion creates an open payment with the For Collections status.
Post-conversion
You can create a payment status of For Collection and assign the required PIP account. This approach is used going forward. Maintain a manual list of open payments in the pre-conversion database until all of the payments are cleared or closed.