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Payments - Financial accounting book

Payments - Financial accounting

Description

With this module, creditor payments to suppliers, employees, commission recipients or customers are selected from financial accounting and instructed to make payment.

First, either by an automatic run or a manual selection , a payment proposal list is built up whose open items can be post-processed in the dialogue.

For individual or several open items, the payment to be made can be edited, i.e. the discount amount as well as the payment amount (also as a partial amount) can be specified.

The open items marked in the payment proposal list are then released for bank clearing (supported formats SEPA, DTAUS, MT101, DTAZV) or cheque printing, whereby the posting of the payment and the clearing takes place automatically in the financial accounting. The open items can be selected in several consecutive steps in order to pay by different payment methods (see also Conditional selection).

Possible cash discount income is automatically determined and posted against the cash discount accounts defined in the tax keys. In the case of incoming invoices for fixed assets, any cash discount income is posted against the fixed asset account posted with the incoming invoice.

Functionality

Automatic selection of payment proposals

You can create a payment proposal list using the selection criteria available here. Payments to employees, for example for travel expense accounts, or to commission recipients or customers can also be made from here.

You can also open the window for selecting individual open items via the menu or toolbar.

Menu
Menu item Description
Edit -
: Single selection -
: : per pagination number Open window to select individual open items by pagination number
: : per invoice number Open window to select individual open items by invoice number
Open empty payment proposal list The payment proposal list opens directly. This selection is suitable for opening any previously saved payment proposal lists

Toolbar
Symbol Description
CX_QUERY.png Open window to select individual open items by pagination or invoice number
list_load.png Displays the lists saved by the user. Payment proposal lists can be displayed directly from the payment proposal list window by clicking on the button list_save.png be temporarily stored

Fields
Field Description
Suppliers
Supplier selection
: Control account Possibility to specify a vendor reconciliation account. If a control account is selected, the open items are only taken into account for those vendors who total to this control account. This is useful, for example, to select only payments to domestic vendors.

Only passive reconciliation accounts or active reconciliation accounts with balance swap are offered for selection
: Suppliers The vendor number can also be used to select individual suppliers. If the specified values are left unchanged, all suppliers are automatically included in the search
: Payment method If the search is restricted by a payment method, only those suppliers are considered for which this selected payment method is entered in the master data
Output of vendors with debit balances Open items from suppliers with debit balances should also appear in the payment proposal list.

If the selection of open items is more restricted with the following fields (e.g. selection via manual/automatic incoming invoices/credit notes), it is advisable to deactivate this field to avoid possible overpayment
Open item selection
: until Re.-/Good.date Enter the invoice/credit memo date up to which you want to select the open items
Net maturity If you want to pay net due invoices up to a date other than the one set by default before the set session date, then enter a correspondingly later date here. This is then useful, for example, to bring forward payments before a holiday period (see also the field due date for cash discount)
: Discount reference date If you want to take cash discount from invoices whose cash discount due date has already expired, then date back this field accordingly. Assuming today would be 6 June of a year. Then the system will no longer charge a discount for invoices with a discount due by 5 June of that year. However, if you change the cash discount reference date back to 5 June, the system will still calculate a cash discount deduction.
Discount due date If you want to pay invoices due for cash discount up to a date other than the one set by default before the set session date, then enter a correspondingly later date here (see also the Net due date field)
: Amount You can also select by the amount. By entering a negative "from" value you ensure that credit notes are also taken into account accordingly
List open items with payment block Indication of whether open items with an entered payment block should be included or excluded from the payment proposal list
: Manually booked
Manually posted are those incoming invoices or credit notes that have no predecessor in the document history, i.e. neither a purchase order nor an incoming invoice can be found in the system. These are open items that were manually posted directly in financial accounting under the corresponding posting transaction.

It may make sense to exclude such incoming invoices that exist outside the system from an automatic payment proposal, as these should only be paid once they have been released by the relevant member of staff in the specialist department, i.e. once these incoming invoices have returned to financial accounting after being checked.

These incoming invoices are then called up for payment via the manual selection.
Automatically booked
Incoming invoices or credit notes that have been automatically posted in financial accounting via the invoice receipt book are considered to be automatically posted. These postings have a document history stored in the system, i.e. the status of the respective previous incoming invoice can be queried in the system.

Since "unreleased" incoming invoices/credit notes may also be automatically transferred to financial accounting at the end of posting periods, it may make sense to exclude these incoming invoices from an automatic payment proposal, since they are only to be paid when they have been released by the relevant member of staff in the specialist department.

This marking can be set in the next field.

Only released This field is only active if the previous field has been activated
Document types Limiting the search by document type
Only open items Only open items are listed
Down payment requests only Only down payment requests are listed
Both Open items and down payment requests are listed
List Option
: New construction After pressing the "Lists" button, the payment proposal is completely rebuilt. If you want to successively fill the payment proposal list with different selection criteria, this field must be deactivated
Employees
Employee selection
: Cost centre Consider only those employees who are assigned to the selected cost centre
: Employees Selection of employees by "from-to" number
: Payment method If the search is restricted by a payment type, only those employees are considered for whom this selected payment type is entered in the master data
: Issue employees with customer accounts The open items of employees with customer accounts should also appear in the payment proposal list.

If the selection of open items is more restricted with the following fields (e.g. selection via amounts), it is advisable to deactivate this field in order to avoid a possible overpayment
Open item selection
: until Re.-/Good.date Enter the invoice/credit memo date up to which you want to select the open items
Net maturity If you want to pay net due open items up to a date other than the one set by default before the set session date, then enter a correspondingly later date here. This is then useful, for example, to bring forward payments before a holiday period (see also the field Cash discount due date)
: Discount reference date If you want to take cash discount from open items whose cash discount due date has already expired, date back this field accordingly
Discount due date If you want to pay open items due for cash discount up to a date other than the default one before the set session date, then enter a correspondingly later date here (see also the Net due date field)
: Amount You can also select by the amount. By entering a negative "from" value you ensure that credit notes are also taken into account accordingly
List open items with payment block Indication of whether open items with an entered payment block should be included or excluded from the payment proposal list
List Option
: New construction After pressing the "Lists" button, the payment proposal is completely rebuilt. If you want to successively fill the payment proposal list with different selection criteria, this field must be deactivated
Representative
Representative selection
: Control account Possibility to specify a vendor reconciliation account. If a reconciliation account is selected, the open items are only taken into account for the substitutes who total to this reconciliation account. This is useful, for example, to select only payments to domestic representatives.

Only passive reconciliation accounts or active reconciliation accounts with balance swap are offered for selection
: Representative The vendor number can also be used to select individual representatives. If you leave the default values unchanged, all representatives are automatically included in the search
: Payment method If the search is restricted by a payment type, only those substitutes are taken into account for whom this selected payment type is entered in the master data
Issue debit-side representatives The open items of representatives with customer accounts should also appear in the payment proposal list.

If the selection of open items is more restricted with the following fields (e.g. selection via amounts), it is advisable to deactivate this field to avoid possible overpayment
Open item selection
: until Re.-/Good.date Enter the invoice/credit memo date up to which you want to select the open items
Net maturity If you want to pay net due invoices up to a date other than the one set by default before the set session date, then enter a correspondingly later date here. This is then useful, for example, to bring forward payments before a holiday period (see also the field due date for cash discount)
: Discount reference date If you want to take cash discount from invoices whose cash discount due date has already expired, then date back this field accordingly
Discount due date If you want to pay invoices due for cash discount up to a date other than the one set by default before the set session date, then enter a correspondingly later date here (see also the Net due date field)
: Amount You can also select by the amount. By entering a negative "from" value you ensure that credit notes are also taken into account accordingly
List open items with payment block Indication of whether open items with an entered payment block should be included or excluded from the payment proposal list
List Option
: New construction After pressing the "Lists" button, the payment proposal is completely rebuilt. If you want to successively fill the payment proposal list with different selection criteria, this field must be deactivated
Customers
Customer selection Only creditor customers are considered
: Control account Possibility of specifying a reconciliation account on the debit side. If a reconciliation account is selected, the open items are only taken into account for customers who total to this reconciliation account. This is useful, for example, to select only payments to domestic customers.

Only active reconciliation accounts or passive reconciliation accounts with balance swap are offered for selection
: Clients The customer number can also be used to select customers individually. If you leave the default values unchanged, all customers are automatically included in the search
: Payment method If the search is restricted by a payment method, only those customers are considered for whom this selected payment method is entered in the master data
Open item selection
: until Re.-/Good.date Enter the invoice/credit memo date up to which you want to select the open items
Net maturity If you want to pay net due invoices up to a date other than the one set by default before the set session date, then enter a correspondingly later date here. This is then useful, for example, to bring forward payments before a holiday period (see also the field due date for cash discount)
: Discount reference date If you want to take cash discount from invoices whose cash discount due date has already expired, then date back this field accordingly
Discount due date If you want to pay invoices due for cash discount up to a date other than the one set by default before the set session date, then enter a correspondingly later date here (see also the Net due date field)
: Amount You can also select by the amount. By entering a negative "from" value you ensure that credit notes are also taken into account accordingly
List Option
: New construction After pressing the "Lists" button, the payment proposal is completely rebuilt. If you want to successively fill the payment proposal list with different selection criteria, this field must be deactivated

Buttons
button Description
Lists Create payment proposal list and display it for further processing

Payment proposal list

You can add other surgeries to the list at any time:

  • via 'drag and drop' from the individual surgery lists, the journal or the surgery administration
  • via the menu item 'Other payment proposals'. If you want to add further payment proposals to the existing payment proposals again via the selection window, please make sure that you do not leave the 'New structure' field in the selection window ticked, otherwise you would generate the list from scratch
  • via the window Select individual open items

Selected payment proposals can be individually post-edited by double-clicking. This and the storage of fixed or partial payment amounts can also be accessed via the context menu (right mouse button in the payment proposal list).

After the payment proposal list has been completely processed, the payments are posted via the menu item 'Payment', under the respective payment type, with 'Book'.

You must select the payment proposals - which you want to release for posting/payment (see the menu item Select). In this way, you can choose different payment types or bank accounts for the payment proposals selected. The payment proposals then processed are then automatically removed from the list. If you want to process all payments via one bank or payment type, you can of course also select all payment proposals at once.

Please remember that an interim account should also be set up for the selected bank. If the bank data medium is to be created at the same time, the path must be specified in the 'File' field. Please make sure that you have access rights to the path you have entered. By clicking on the button 'Post' the processing of the payment run is started and completed with the printing of the data carrier accompanying sheet at the bank clearing.

Cheque printing is done in the same way as bank clearing. To ensure that the forms are correctly clamped in the printer, a test print can first be made there.

The paid OPs are automatically cleared only after the bank data medium has been successfully created or after the cheques have been printed. Until then, the invoices remain in the open item account with their assigned payments.

A possible cause for errors can be a missing bank connection in the person master data. If this is the case, enter the details accordingly and then repeat the bank clearing or cheque printing process.

Bank clearing and cheque printing can be called up as often as required.

The payment selection for employees, commission recipients or customers is done in the same way.

Menu
Menu item Description
Edit -
Other payment proposals -
: : Selection window Open the Payments Selection window to select additional payment proposals. Please note that you may have to deactivate the "New setup" field
: : Single selection -
: : : per pagination number Open window to select individual open items by pagination number
: : : per invoice number Open window to select individual open items by invoice number
: Remove marked OP's The OPs marked in the payment proposal list are removed from it
: Remove NOT marked OP's The OPs NOT marked in the payment proposal list will be removed from it. Once you have selected all the payments you wish to pay in the payment proposal list (e.g. by means of Select), you can use this selection to remove the rest of the payment proposals from the list, which are not to be paid
: Remove blocked OP's The blocked OPs appearing in the payment proposal list are removed from it
Remove blocked vendors The OPs of blocked vendors appearing in the payment proposal list are removed from it
: Removal of all OP's The entire payment proposal list is deleted
Securing payment proposals This selection has been replaced by the direct, user-dependent saving of lists)
: : Cache payment proposal list The payment proposal list is temporarily saved and the window is not closed. If you call up the menu item Payments again or start the automatic selection of payment proposals, you will be repeatedly reminded of an existing payment proposal list that has been saved in between
: : Save payment proposal list and close window The payment proposal list is saved between saving and closing the window. If you call up the menu item Payments again or start the automatic selection of payment proposals, you will be repeatedly reminded of an existing payment proposal list that has been saved between
: : : Restore payment proposal list and clear cache The payment proposal list saved between is restored. The payment proposal list is restored exactly as it was at the time of (temporary) storage. If, in the meantime, the open items contained in the payment proposal list temporarily stored have already been paid and cleared, these OPs will no longer be listed.
Select -
Conditional selection Open window to select open items by amount
Select all Select all open items
Delete Selection Cancel the selection of open items
Output -
Total of all payment proposals Display of the sum of the amounts "Due", "Payment" and "Cash discount" of all open items contained in the payment proposal list. Open items with payment block are not added up
Total marked payment proposals Display of the sum of the amounts "Due", "Payment" and "Cash discount" of the open items marked in the payment proposal list. Open items with payment block are not added up
Print all payment proposals (report designer) The payment proposal list is printed in its entirety. (The Report Designer is used for this)
Print all payment proposals (ASCII) The payment proposal list is printed in its entirety. (ASCII printing is used for this)
: Print selected payment proposals (report designer) Only the selected open items in a payment proposal list are printed. (The Report Designer is used for this)
Print marked payment proposals (ASCII) Only the selected open items in a payment proposal list are printed. (ASCII printing is used for this)
Payment -
: Create and post payment voucher -
: : German data exchange formats -
: : : Domestic -
: : : : DTAUS Format The processing window for creating the payment document and the bank data carrier in DTAUS format opens
: : : Foreign countries -
: : : : DTAZV format The processing window for creating the payment document and the bank data carrier in DTAZV format opens
: : International data exchange formats -
: : : SEPA format The processing window for creating the payment document and the bank data carrier in SEPA format will open
: : : MT101 Format The processing window for creating the payment document and the bank data carrier in MT101 format will open
: : Cheques The processing window for creating the payment document and printing the cheques opens
: Create payment medium (again) Should an error occur during a payment run - e.g. because a bank account information was missing - the payment medium for bank clearing can be recreated at any time with this menu
: : German data exchange formats -
: : : Domestic -
: : : : DTAUS Format -
: : : : : Create DTAUS file The processing window for creating the bank data carrier in DTAUS format opens
: : : : : DTAUS file analysis A module to import and analyse a bank data medium in DTAUS format is loaded
: : : Foreign countries -
: : : DTAZV Format -
: : : : Create DTAZV file The processing window for creating the bank data carrier in DTAZV format will be opened
: : : : Analyze DTAZV file A module for importing and analysing a bank data medium in DTAZV format is loaded
: : International data exchange formats -
: : : : : Create SEPA file The processing window for creating the bank data carrier in SEPA format will open
: : : : : MT101 Create file The processing window for creating the bank data carrier in MT101 format opens
: : Printing cheques The processing window for printing the cheques opens

Context menu
Menu item Description
Edit payment For one or more open items selected in the payment proposal list, the payment and/or cash discount amount can be specified manually.

If a fixed payment amount has already been entered for an open item from the payment proposal list, this open item is marked with an exclamation_red.png in the list. It is then sufficient to select only one open item in order to drag the other documents linked to this open item (if multiple assignments have been made) into the window for processing a payment.

Only open items of the same vendor, with the same control key and without a payment block can be processed together in a fixed payment to be predefined.
Process individual open items Edit the open item selected in the payment proposal list
Edit selected open items Common OP maintenance for the open items selected in the payment proposal list

Toolbar
Symbol Description
CX_SUPPLIER.png Process suppliers of the open item, if one is the creditor
CX_STAFF_MEMBER.png Process employees of the open item, if one of them is the creditor
CX_REPRESENTATIVE.png Process representatives of the open item, if one is the creditor
CX_CUSTOMER.png process customers of the open item, if one of them is the creditor
CX_FINANCIAL_ACCOUNT.png Display the respective financial account (supplier/employee/commission recipient/customer) of the open item
CX_OPEN_ITEM_TXN.png Display open items account of supplier/employee/commission taker/customer
journal.png Display journal entries of open items selected in the payment proposal list
tree.png Display document history
copytoclipboard.png Call up the print list or copy the payment proposal list to the clipboard

Buttons
button Description
Discount reference date The payment proposal list (column "Cash discount income") is reissued taking into account the discount reference date entered

Input field
Field Description
Discount reference date Indication of the discount reference date. If this field is changed, the payment proposal list (column "Cash discount income") is automatically reissued

List fields
Field Description
Control account Account number of the reconciliation account of the vendor
Stop payment Output of a stopsign.png if the creditor is subject to a general moratorium
Type Output of the symbol of the type of creditor
Creditor Number of the creditor. Depending on the preceding symbol (see previous column) it can be a supplier, employee, representative or customer
Name Name of the creditor
Country Country of the first address stored with the vendor
Invalid If the creditor is no longer valid CX_VALIDITY_red.png issued
Target Debit Amount of the open item
Have Credit Amount of the open item
Stop payment Output of a stopsign.png if a payment stop applies to the open item
Net due date The net due date (without cash discount) of the open item resulting from the terms of payment
Discount possible Output of the possible cash discount amount of an open item - taking into account the specified cash discount reference date
paid Display of payments already made on open items
to pay automatically calculated payment amount from open amount minus discount possible
Foreign the amount to be paid (see previous field) in foreign currency (if foreign currency OP)
Payment If the amount to be paid has been changed manually, it is indicated here with a exclamation_red.png is displayed, otherwise this field resembles the output in the column "to pay".
Foreign the manually changed amount to be paid (see previous field) in foreign currency (if foreign currency OP)
Cash discount income Discount actually taken
Re. date Invoice date of the incoming invoice
Re. number invoice number of the incoming invoice
Document Number of the posting document (for incoming invoices it is the pagination number)
1. maturity The 1st due date of the open item resulting from the terms of payment
2. maturity The 2nd due date of the open item resulting from the payment terms
3. maturity The 3rd due date of the open item resulting from the terms of payment
Terms of payment Terms of payment
Text Booking text
predecessor Output of type and number of a possible preceding document (e.g. an incoming invoice)
Block Display of the lock ( stopsign.png ) of any preceding document (e.g. an incoming invoice)
Status Output of the status of any preceding document (e.g. an incoming invoice)
Payment method Output of the creditor's payment method
No. of bank accounts If the number of the creditor's bank details is greater than 1, this number is shown here in red. This is to indicate that it may be necessary to select a different bank account for a particular payment. The last column "Note" can give a hint
BANK CODE Output of the bank code of the first bank account of the creditor
Bank Output of the bank name of the first bank account of the creditor
BIC BIC or SWIFT code (internationally valid bank code) of the first bank account of the creditor
Account Output of the account number of the first bank account of the creditor
IBAN Output of the IBAN (internationally valid account number) of the first bank account of the creditor
Note If the displayed bank details contain a note, it will be displayed here

Conditional selection

This window is accessed from the payment proposal list and is used to automatically select the open items displayed in the payment proposal list according to various criteria. This may be necessary, for example, if you want to pay via Bank Clearing firstly only domestic or European suppliers (in data exchange format SEPA or DTAUS) and secondly only foreign suppliers (in data exchange format MT101 or DTAZV).

Fields
Field Description
Selection by IBAN Selection of open items according to domestic, European or other foreign bank accounts
: domestic (XX) or no IBAN The open items of those vendors are selected whose bank details have NO IBAN or whose IBAN begins with the country code (XX) specified here. Until 31.1.2014 this selection can be used in Germany for payments in the DTAUS data exchange format
European IBAN (SEPA) The open items of creditors with a European IBAN are selected. This selection is suitable for payments in SEPA data exchange format
Non-European IBAN (MT101) The open items of vendors with a non-European IBAN are selected. This selection is suitable for payments in MT101 or in Germany for payments in DTAZV data exchange format
: no selection There will be no selection according to domestic or international bank account
Selection by foreign currency Selection of open items by currency of the foreign currency amount of the payment
Foreign currency The open items are selected in the foreign currency of the payment amount to be selected
: no selection No selection is made according to the currency of the payment amount
Currency Currency of the foreign currency amount (only selectable if "no selection" is not selected)
Selection by amount Depending on the specification of greater/smaller/equal and the specified amount, the open items of the vendors whose total amount to be paid meets the specified condition are selected. If the amount to be compared includes a currency unit that does not correspond to the local currency, only those suppliers whose payment total is in the currency thus selected will be considered.

If the local currency remains set as the currency, then only the payment amount in local currency is compared.
: Larger Selection of open items with an amount that is greater in total than the amount specified in the "Value" field
Smaller Selection of open items with an amount that is less in total than the amount specified in the "Value" field
: Equal Selection of open items with an amount equal to the total amount specified in the "Value" field
: no selection No selection by amount will be made
Value amount value (only selectable if "no selection" is not selected)
Unit Unit (only selectable if "no selection" is not selected)

Buttons
button Description
Select Selects the open items that match the conditions entered. Entries already selected remain selected, so that you can put together your payment run one after the other by setting different conditions

Selecting individual open items

Particularly in the case of manually posted incoming invoices, it can make sense to manually call up individual incoming invoices to be paid.

Fields
Field Description
Invoice number/paging number Depending on the call up of this window for selecting individual open items, an invoice or pagination number can be entered here.

If the open item is found under the number entered, it is immediately transferred to the payment proposal list; if the creditor has further open items, these are displayed in the lower list. From this list, open items can be transferred to the payment proposal list by drag and drop with single or multiple selection. After transfer, these open items are removed from the selection list.

The text Invoice number/Pagination number is defined as a button; if you press this, the window for selecting credit-side open itemsopens.
Bank details Display of the creditor's bank details for checking purposes
List Display of open items

Buttons
button Description
Close The window is closed.

Edit payment

If the payment amount is to be specified manually for individual or several open items, these specifications can be made here.

Fields
Field Description
Payment
Creditor Output of the name of the vendor for whose open items the payment is to be specified manually
Open items List of the open items selected in the payment proposal list whose payment is to be specified manually
Total Balance Output of the total balance of all selected open items
: Already paid Output of the total amount already paid on the selected open items
: discount possible Output of the total cash discount related to the open amount of all selected open items
: per Output of the discount reference date (same information as in the payment proposal list itself)
: To pay Automatically calculated payment amount taking into account the possible discount
discount Cash discount amount to be specified manually in the payment. If this field is changed, the payment amount (next field) is calculated automatically, unless the field "Is partial payment" is activated
Payment Manual payment amount to be entered manually. If this field is changed, the discount (previous field) is calculated automatically, unless the field "Is partial payment" has been activated
Is partial payment Marking whether the payment is a posting that does not clear the open items. If this field is selected, the sum of the cash discount and payment must be less than the automatically calculated "To be paid" value
: Booking text Booking text for payment
Extended (DTAZV) Extended payment details (currently only supported in the context of data exchange in foreign payment transactions (DTAZV)
: Date of execution Selection of whether and if so for when the payment should be executed at the bank within the framework of bank clearing. Such an execution date may not be in the past or more than 15 calendar days in the future
: Cost allocation information on the distribution to the bank of any transaction and third-party fees that may be charged for the payment order. This information can be preset in the vendor master
: Group internal payment Indication of whether the payment is a group internal payment
: Contact person NOT DOCUMENTED BY THE BANK: by entering "++00++" in this field, where 00 stands for a number between 00 and 99, control regarding the value date at the recipient
: Bank details Selection of the bank of the creditor. The first bank details in the list are automatically offered from the company master data

Buttons
button Description
OK In the payment run, only the payment details entered in the mask are used for the selected open items
Delete The payment specification is deleted. The automatically calculated payment amounts are released again for the selected open items
Close The window is closed without saving the data.

Related topics


Technical Documentation

Financial accounting posting

Module name

paymprop.mod

Classes

-

Security

In addition to restricting access rights via the class and its data fields, the module can be restricted in its use via some of the received messages.

Received messages
Message Parameters Function Security
LIST_PAYMENT_PROPOSALS
OPEN_ITEM_CHANGED
SELECT_OPEN_ITEM_PAYMENTS
SELECT_PAYMENT_PROPOSALS

Sent messages
Message Parameters Function Receiver module
BOOK_CHEQUE_PAYMENT
BOOK_REMITTANCE_PAYMENT
DISK_CLEARING_DTAUS
DISK_CLEARING_DTAZV
EDIT_OPEN_ITEM
EDIT_SUPPLIER
FINANCIAL_JOURNAL_SELECTED
LIST_OPEN_ITEM_CREDIT_ACCOUNT
LIST_PAYMENT_PROPOSALS
PRINT_CHEQUES
PRINT_REMITTANCE
SELECT_FINANCIAL_BALANCES
SELECT_OPEN_ITEM_PAYMENTS
SELECT_PAYMENT_PROPOSALS

Operational business