Running Hold Payments Processing in Accounts Payable
This facility can be used where there is a need to introduce an approval process between invoice entry and the start of the payment cycle.
Setup Steps | ||
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1 | Use program Finance > Accounts Payable > Setup Information > Accounts Payable Setup. On the 'Hold Payments' tab create a new 'Hold Payments' type called 'Unapproved'. |
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2 | Use program Finance > Accounts Payable > Supplier Information > Supplier Grid Entry to set all active suppliers to having a default 'Hold Pay Code' of 'Unapproved'. Use the 'Fill Down' icon. |
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3 | If you have unpaid invoices already in the system and you want to include them in the new approval methodology use program Finance > Accounts Payable > Supplier Transactions > Invoices to edit the 'Hold Pay Code' on each invoice. Otherwise, allow these to flow through the payment cycle as they used to, and introduce the hold payment system for new invoices only. |
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4 | Use program Finance > Accounts Payable > Setup Information > Accounts Payable Setup. On the 'Parameters' tab change 'Use Hold Payments Processing' to 'Yes'. |
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5 | Use program System Admin > Users > User Maintenance or System Admin > Users > Security Role Permissions to enable security point 'Invoices Hold Payment' for the user or group of users who will be allowed to change an invoice statement from 'Unapproved' to 'No – Do not hold payment'. Important! All new invoices entered into the system from now on will have a payment code of 'Unapproved". |
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Procedure Steps | ||
1 | Use program Finance > Accounts Payable > Supplier Transactions > Invoices and select 'Unpaid Invoices Only'. |
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2 | On the 'Invoice List' screen in the 'Action' column, click on 'Hold' for any invoice that you want to change from 'Unapproved' to 'No – Do not hold payment'. Change the 'Hold Payment' flag accordingly and click the 'Save' button. That invoice is now released and will appear on a payment calculator when it is due for payment. To get a list of all unapproved invoices, use program Finance > Accounts Payable > Supplier Transactions > Invoices and select 'Unpaid Invoices Only' and 'Unapproved Invoices Only'. Click on the 'Print' button to produce a report. |
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3 | Process payments using Finance > Accounts Payable > Payment Cycle > Payment Calculator as normal. Invoices that have been changed from 'Unapproved' to 'No – Do not hold payment' will appear in the payment calculator (when the due date is less than 'Invoice Due Date Cut-off'). |
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