Financial - Payment Book

The Payment Book module is used for managing payments. In this module, you can view and confirm all documents requiring payment to all suppliers, instead of reconciling individually with each supplier.

There are two options to search for documents:

• Pending for final payment: Documents which require final payment. Usually these are payment requisitions requiring a remittance, or tax invoices requiring a receipt.

• All documents: All documents issued to suppliers. Usually this is for reconciling/unreconciling documents.

1. Search for documents

2. Issue a remittance

3. Issue a receipt

4. Update the bank reference number on documents

5. Reconcile/unreconcile documents

To search for documents

1. Go to Financial – Payment Book.

2. Use one or more of the following search parameters:

   Field	Description
   Supplier	If you want to filter by a specific supplier, select a supplier from the drop-down list.
   Currency	Select the document currency
   Branch	Select the branch where the document was issued. Only the branches that the user has the permit to view are displayed.
   Issue Date Until	The date range in which the documents were issued
   Value Date	The date range in which the documents are valued

3. Select Refund to client if you want to search for documents that were issued to the Refund to client account.

4. Select which documents to display:

   • Pending for final payment: Documents which require final payment.

   • All documents: All documents issued to suppliers.

   • Pending for Bank ref: All documents missing a bank reference .

   • Items matching Bank Ref. #: All documents matching a specific bank reference number you enter.

5. Click Find.

   The documents are displayed in the results section.

   The following columns appear in the results table.

   Field	Description
   Issue	The document's issue date
   Type	The document type
   Ref	The document reference number
   Value	The document's value date
   Payment Details	The document's payment detail
   For/Bank Ref/Branch	In this column you can select by clicking on the icon with the three bars () to display: For: Who the document was issued for Bank Ref: The document's bank reference number Branch: The branch where the document was issued
   Account	The supplier account
   Net to pay	The net amount that needs to be paid after commissions are deducted.
   Amount	The gross amount on the document
   RMT Curr.	Remittance Currency Payments pending for final payment are displayed in one of the following three currencies: •                    Original – the original currency of the issued document •                    T.File – the revaluated travel file currency •                    System – the revaluated system currency   Thus, when all documents are revaluated to a single currency (either travel file currency or system currency), it is possible to select multiple-currency payment requisitions pending for final payment and to issue one single-currency payment order for them.

To issue a remittance

If the documents are filtered according to a specific branch, the remittance issued will be attached to that branch, and not the branch of the user issuing the document.

1. Go to Financial – Payment Book.

2. Search for documents Pending for final payment.

3. Select the documents to which you want to issue a remittance.

   The documents need to be from the same account and share the same currency.

4. Under the search results, click Remittance.

   The issue remittance page appears.

5. Issue the remittance.

To issue a receipt

If the documents are filtered according to a specific branch, the receipt issued will be attached to that branch, and not the branch of the user issuing the document, unless the method of payment is Cash or Check. If the method of payment is Cash or Check, the receipt is attached to the branch of the user issuing the document.

1. Go to Financial – Payment Book

2. Search for documents Pending for final payment

3. Select the documents to which you want to issue a receipt.

   The documents need to be from the same account and share the same currency.

4. Under the search results, click Receipt.

   The issue remittance page appears.

5. Issue the receipt.

To update the bank reference number on documents

1. Go to Financial – Payment Book

2. Search for documents (select Pending bank ref. if the documents are missing a bank reference number).

3. Select the documents to which you want to update the bank reference.

   The documents need to be from the same account and share the same currency.

4. Under the search results, click Bank Reference.

The Edit Bank Reference dialog box appears.



5. In the Bank Reference field, enter the bank reference number.

6. Click OK.

To reconcile documents or undo a reconcile of documents

1. Go to Financial – Payment Book.

2. Search for documents All documents.

3. Select the documents you want to reconcile or unreconcile.

4. Under the search results, click Reconcile or Undo reconcile respectively.