An export file can be created as part of Supplier Payment Processing. This file can then be imported into your banking website to process the payments or checks to suppliers/customers. All bank transactions will need to be authorized as per your normal process.
Standard EFT/Check Export formats are included in the Enterprise implementation database. To customize an export format, please refer to Manage EFT/Check Export Formats.
In this article:
- Create and process an EFT/Check Export
- Void Vouchers from a processed Payment Batch
- EFT/Check Export Security
Create and process an EFT/Check Export
Exporting an EFT/Check file creates the export file and also updates the Payment Processing Batch status to Posted.
- Navigate to Payment Processing and click Add.
- Enter the following information:
- Bank: Bank account for the payment batch. Defaults to the value configured the General tab of the Payable Configuration window.
- Description: Name of the payment batch.
- Transaction Date: Date within the fiscal period the payments are recognized. The date cannot fall within a closed fiscal period.
- Payment Method:
- Application: Used to apply a credit voucher to an open voucher.
- Auto Check: Used when Enterprise is assigning the check numbers in sequence from the last check used. The check information can then be printed directly to the check stock for the selected bank account.
- Draft: Used to create a payment batch without an export report, for situations where your bank will withdraw the funds from your account via a draft, standing order or automatic payment.
- EFT: Used to create an EFT payment export.
- Manual Check: Used to create a payment batch, when you will manually fill out the details on a check, rather than export the check report. This can also be used to record an otherwise pre-issued check.
- Pay by Credit Card: Used when a payment has been paid by Credit Card.
- Vendor Refund: Used to process refunds received from a supplier.
- Wire Transfer: Used when you are processing a payment out of the bank, without using a payment export file.
- Select the Open or Available for Payment tab and click on the search icon dropdown (magnifying glass) to select any search criteria you may need. The following standard search criteria is available:
- Payee: show only vouchers for a specific supplier.
- Invoice: show the voucher for a specific supplier invoice number.
- Net date: show only vouchers with a Net Date set prior to a specific date.
- Payment Method: show vouchers which are set with a specific payment method.
- Country: show only vouchers of suppliers with an A/P Demographics address set as a specific country.
- Click Search. Results matching you search criteria will show in the results grid.
- In the Select column of the result grid, tick the check box for the vouchers you would like to pay. When selecting multiple vouchers, the voucher amounts are summed per supplier and one payment per supplier is created. You must use the same payment method for all suppliers.
- Click OK to return to the Payment Processing page. Your batch will show in the Payment Processing Batch list.
- If you selected Application, Draft, Manual Check, Pay by Credit Card, Vendor Refund or Wire Transfer as the batch's Payment Method, your batch will have the status of Processed and the journal entries are created. Click OK to close the Payment Processing page.
- If you selected EFT or Auto Check as the batch's Payment Method, continue to step 7.
- Right-click on your unposted batch and select Edit. The Edit Payment Processing Batch window will open.
- Click Tools and select Assign Checks. This assigns the check/reference numbers to the vouchers and updates the batch status to Ready.
- Click Tools and select Export.
- Enter the date for the EFT Export into the the Execution Date field. This is the date that the system will expect to see the payment debited from the bank account, if you are also using Bank Statement Imports and Bank Reconciliations.
- In the Format ID drop-down, select the export file format.
- Click OK. You receive a prompt to download the export file.
- Click Yes. The file downloads to your downloads folder and you return to the Edit Payment Processing Batch window. The payment batch status updates to Processed.
Void Vouchers from a processed Payment Batch
If something goes wrong with a payment or check (for example, bank account details were incorrect or the check/cheque bounced), it is possible to void a voucher from a processed payment batch.
When a voucher is voided from a batch, it will return to a state where it is available in the Open or Available for Payment tab of the Add Payment Processing Batch window.
To void a voucher from a batch:
- Navigate to Payment Processing and find the batch.
- Right-click on the batch and select Edit. The Edit Payment Processing Batch window opens.
- Right click on the voucher you would like to void and select Void. The Void Date window opens.
- Select the date you would like to use for the void transaction and click OK.
- Click Save. The Voucher will show in the batch with the void date in the Cleared/Voided column, and will become available to either process in a new Payment Processing batch, or void in the Payment Register, should the voucher's details need correcting. An accounts payable journal will be created to reverse the original journal entries related to this voucher payment.
EFT/Check Export Security
There are several access privileges that determines if a user has access to process a payment, assign check numbers and export a batch. You can find these access privileges on the Access Privileges tab on the Accounts Payable Configuration screen. Below are the access privileges that may affect your EFT/check export process.
Supplier Payments
Making supplier payments is controlled by the Payment Selection access privilege. Roles/users assigned to the privilege are allowed to select vouchers for payment and enter manual payments, wire transfers and drafts. Roles/users not assigned to the privilege are not able to select vouchers for payment. If no roles/users are assigned to the privilege, it is considered inactive and all users can select vouchers for payment.
Assignment of Checks/References
Assigning check and reference numbers to payments is controlled by the Assignment of Checks/References access privilege. Roles/users assigned to the privilege are allowed to assign check and reference numbers to payments. Roles/users not assigned to the privilege are not able to assign check and reference numbers to payments. If no roles/users are assigned to the privilege, it is considered inactive and all users can assign check or reference numbers to payments.
Allow Access To Export Batch
This access privilege controls the exporting of batches. Roles/users assigned to the privilege are able to export batches. Roles/users not assigned to the privilege are unable to export batches. If no roles/users are assigned to this option, it is considered inactive and all users can export batches.
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