Payment groups (PL settings)

Use payment groups, if you want to automatically process supplier payments. You can set up payment groups to print remittance advices, print cheques, and generate electronic payments for your suppliers.

You can choose to Update the suppliers account when you generate payments. This automatically allocates and posts the payment to the supplier's accounts.

You can choose from several payment methods. You can:

• Use one payment method for all your suppliers.
• Use several payment methods by creating payment groups (up to nine).
Supplier payment methods

Remittance and cheque	Prints remittances and cheques together or separately at the time of the payment run.
Remittance only (Paper)	Prints remittances only at the time of the payment run.
Remittance only (Email)	Sends remittances for the email address stored on the supplier role in Accounting System Manager.
Cheque only	Prints cheques only at the time of the payment run.
Electronic payment	Sends electronic payments to the supplier's bank account.
Electronic payment remittance (paper)	Sends electronic payments to the supplier's bank account and prints associated remittance advice notes.
Electronic payment remittance (Email)	Sends electronic payments to the supplier's bank account and emails associated remittance advice notes to the supplier.
Supplier Payments	Pays the supplier using a Supplier Payments account.
Supplier Payments and Remittance	Pays the supplier using a Supplier Payments account.

Note: To use the electronic payment options, you must have selected Electronic Bank Payments on the Options tab.

To enter or view payment group settings

Open: Purchase Ledger > Utilities > Ledger Setup > Ledger Settings | Payment Groups.

Open: Purchase Ledger > Utilities > Ledger Setup > View Ledger Settings | Payment Groups.

• Group

  To use more than one payment method, enter the payment method details in as many lines as required (up to 9).

  When you create a supplier account, you can choose the relevant payment method (1 - 9) for each account.

• Update

  • Select Update to post payments to the supplier's account, when you automatically generate payments. Once selected, the payment is posted to the supplier's account, the Nominal Ledger and Cash Book.

  • If you do not choose to Update, you can print payment documents without affecting the account balances. You can then enter payments manually for the supplier accounts. However, you must use Delete Suggested Payments before entering and allocating payments to invoices.

• Summarise

  Select this to post a batch of payments to the Cash Book as a single entry.

  You must have Update selected and be using one of the following documents:

  • Remittance only (Paper).
  • Remittance only (Email).
  • Electronic payment.
  • Electronic payment remittance (Paper).
  • Electronic payment remittance (Email).

• Payment document

  Select the required payment method from the Payment Document drop-down list.

• Description

  Enter a description for the payment method.

• All Accounts use the same payment method

  To use only one payment method for all your supplier accounts, select All accounts use same payment method. Select the required payment method from the Payment document drop-down list.

  This payment method is used for all new supplier accounts.