Running Bulk Payments

The function of the Bulk Payments process is to raise many payments in one batch.
As part of the process a trial report can be generated to review what payments are going to be raised.

Processors

Bulk Payments

Mandatory Prerequisites

Prior to running the Bulk Payments Process, refer to the following Topics:

Accounting Periods (flagged as Current and Open for the Division) - Maintaining Accounting Periods

Cash Book (Bank Account) Chart of Account - Maintaining Chart of Accounts

Transactions to be Paid - These are outstanding / residual Invoices, Credit Notes, Payments and Receipts.

Screenshot and Field Descriptions

Selection Parameters:

Account: this is a selection filter for the type of a/c.

Division: this is the division to run the process for. It will default to the division that the user is logged onto.

Date: this is a selection filter for the transaction date range to include.

Due Date: this is a selection filter for the due date range to include.

Document Date: this is a selection filter for the document date range to include.

Payment Parameters:

Payment Date: this is the transaction date for the Payment transactions that will be created.

Year: this is the Accounting Period Year for the Payment transactions.

Period: this is the Accounting Period for the Payment transactions.
The default values for Payment Date, Year and Period come from the Accounting Period marked as Current.
Cash Book: this is the COA for the Bank account to which the Payment transactions will be posted.

Payable Transactions table:

This will be populated with the transactions to be paid based on the selection parameters entered when the Application tool-bar push button: Select is clicked. The columns are non-editable with the exception of:
Process - click the check box to select / deselect transactions to be paid.
Paid - by default the outstanding amount of the transaction will be shown in this column. This can be changed to a lesser amount if required.

How Do I : Run the Bulk Payment process

If a Bulk Payment report is already held in the system (from a previous run) the Application tool-bar push button: X Report will appear. Click the button to reset the pending report so a new Payments process can be run.

Select from the Account options.
Change the default value in the Division field if required.
Enter a date range in the Date, Due Date and Document Date fields if required.
Click the Application tool-bar push button: Select to populate the Payable Transactions table.
Select the transactions to be paid by clicking the check box in the Process column of the Payable Transactions table.
Change the amount in the Paid column if required.
Click the Application tool-bar push button: Trial to generate a trial report of the Payment transactions that will be created for analysis and review.
To open the saved trial report, click the Application tool-bar push button: Reports and select the Bulk Payment option.
If something needs to be changed discard the report by clicking the Application tool-bar push button: X Report then repeat the Select and Trial stage after the changes have been made.
If nothing needs to be changed, click the Application tool-bar push button: Final to create the actual Payment transactions.
Click the Application tool-bar push button: Reports and select the Bulk Payment option to open the saved Final Bulk Payment report.

The Bulk Payment report is only temporary. It will be overwritten when the next Payments process is run.