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Change Payment Method

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Overview

AP Invoices and Vendor Debits are pre-assigned a payment method when they are entered which defaults from the Vendor Company record. Based on this pre-assigned payment method, the Payment Selection program decides which items to pay according to which pay type method. This Change Payment Method page allows users to change the pre-assigned payment method for individual transactions.

Navigation

In Classic: Rootstock Site Map > Accounts Payable > Change Payment Method
In Lightning: App Launcher > Accounts Payable App > Update Payable Transactions tab

Processing (in Classic)

Search Section

Fields
 

Vendor:  The Vendor that the Payable Transaction applies to.

  • This will return all the Payable Transaction for that Vendor.


Document Number (e.g. Invoice Number):  The document number that the user is searching for (e.g. Vendor Invoice Number).

Transaction ID:  The system assigned Transaction ID a unique Identifier for the given transaction.

Transaction Date:  The transaction date associated with the Payable Transaction that the user is searching for.


NOTE image.png  NOTE  This field 'Transaction Date' will not be available in Lightning Experience, instead two fields 'Transaction Date From' and 'Transaction Date To' are available.


Transaction Type:  The transaction type associated with the Payable Transaction.

  • Selecting a specific transaction type will return all the Payable Transactions of that type (for e.g. selecting Vendor Debits, will return all the Vendor Debit transactions)

  • Types are:

    • Invoice

    • Vendor Debit


Pay Type:  The Payment type of the Payable Transaction.

  • There are 5 potential types:

    • Check

    • Cash

    • EFT

    • Credit Card

    • Bank Card


NOTE image.png  NOTE  The Pay Type 'Credit Card' will not be available in Lightning Experience.


Quickpayment:  In Classic, this is a drop-down field. Options are:

  • All

  • Only Quickpayments

  • No Quickpayments


NOTE image.png  NOTE  In Lightning, the 'Quickpayment' will be available as a checkbox. When checked, only Quickpayment Payable Transactions are displayed.


Prepayment:  In Classic, this is a drop-down field. Options are:

  • All

  • Only Prepayments

  • No Prepayments


NOTE image.png  NOTE  In Lightning, the 'Prepayment' will be available as a checkbox in Lightning. When checked, only Prepayment Payable Transactions are displayed.


Select the Change Payment Method function.

  • A user can then search for the relevant Payable Transactions by choosing various search options.

  • Once the user has selected the relevant search criteria, clicking on “Search” will display the relevant Payable Transactions.

  • The user will then be able to select the Payable Transaction for which they wish to change the Payment Method.


IMPORTANT image.png  IMPORTANT  Only a single transaction can be selected at a time (multiple transactions may not be selected).

By selecting the relevant Transaction, the user will be able to process the following (using respective Buttons) depending on the 'Status', 'Type', and 'Pay Type' (payment method) of the transaction.
 

Change to Quickpay:  Where the payment method is Check/EFT/Bank Card and the Payable Transaction/Session status is Closed, this option will change the payment method to a Quickpay Transaction.

Change to Check / EFT / Bank Card / Cash:  Where the payment method is Check/EFT/Bank Card/Cash and the Payable Transaction/Session status is either Closed or Posted, this option will change the payment method from:

  • Check to EFT/Bank Card/Cash

  • EFT to Check/Bank Card/Cash

  • Bank Card to Check/EFT/Cash

  • Cash to Check/EFT/Bank Card

A separate display will allow the user to select the Pay Type, Payment to Bank Card Account (enabled if the Pay Type is selected as Bank Card). Click Close to return to the Process screen.

Pay by Credit Card:  Where the payment method is Check/EFT/Bank Card and the Payable Transaction/Session status is Open or Posted (if no application already exists), this option will change the payment method to Credit Card.

  • A separate display will allow the user to select the Credit Card account, choose to take advantage of terms discount, and Save or Close to return to the Process screen.


Cancel Credit Card Payment:  Where the payment method is Credit Card and the Payable Transaction/Session status is Open, this option cancels the Credit Card type Payment. 

  • A separate display will allow the user to add the comment and Cancel the Credit Card Payment. The transaction is deleted from the system.


Pay by EFT or Check vs Credit Card:  Where the payment method is Credit Card and the Payable Transaction n Session status is Open, this option changes the payment type to Check/EFT.

  • A separate display will request the user to select either EFT or Check.


Cancel Prepayment:  Where the payment method is Prepayment and the Payable Transaction/Session status is Posted, this option allows the user to cancel the prepayment.

Delete Prepayment:  Where the payment method is Prepayment and the Payable Transaction/Session status is Open, this option allows the user to delete the prepayment.

  • A message will pop up to confirm if f the user wishes to delete the prepayment.


Delete Quickpayment:  When selecting a payable Invoice that was checked as a Quickpayment and the Payable Transaction Session status is Closed, this option allows the user to delete the Quickpayment.

  • A message will pop up to confirm if the user wishes to cancel the prepayment.


Void Quickpay:  When selecting a payable Invoice that was checked as a Quickpayment and the Payable Transaction Session status is Closed, this option allows the user to void the Quickpayment.

  • A message will pop up to confirm if the user wishes to void the prepayment.


Once a user has completed all their Payment Method changes, they can exit the Change Payment method process.

Processing (in Lightning)

Benefits of Update Payable Transactions Lightning page over existing Change Payment Method VF page.

  • Users can update multiple Payable Transactions at a time. Whereas in Classic, only one transaction can be updated at a time.

  • Users can search and filter the Payable Transactions within a specific Transaction Date range. Whereas in Classic, the Payable Transactions can be searched and filtered with a single specific date. 

  • Users can update the Payment Terms of the Payable Transactions.

  • The processing order of this page is: Action to take --> Search info --> Selecting Payable Transactions to update. This helps reduce the number of clicks/keystrokes updating data more efficiently.


Header Section
 

Fields
 

Company:  This is the Financial Company for which the Payable Transactions are being updated.


Actions
 

Change Company:  Click this button to change the current Financial Company of the user.


Action to Take
 

Change Pay Type:  Select this button to change the Pay Type of the selected Payable Transactions. This displays the Payable Transactions having the status as 'Closed' or 'Posted' and allows to change the Pay Type from:

  • Check to EFT/Bank Card/Cash

  • EFT to Check/Bank Card/Cash

  • Bank Card to Check/EFT/Cash

  • Cash to Check/EFT/Bank Card


Change Payment Terms:  Select this button to change the Payment Terms of the selected Payable Transactions. This only displays Payable Transactions with status 'Open', 'Closed' or 'Posted' and has no applications.

Change to Quick Payment:  Select this button to change the selected Payable Transactions as a Quick Payment. This displays the Payable Transactions having the status as 'Closed' and allows to change the Payable Transactions with 'Pay Type' as Check/Cash/Bank Card to Quick Payment.

Void Quick Payments:  Select this button to void selected Quick Payment Payable Transactions. This displays the Payable Transactions having the status as 'Closed' and 'Quickpayment' as true.

Delete Quick Payments:  Select this button to delete selected Quick Payment Payable Transactions. This displays the Payable Transactions having the status as 'Closed', 'Quickpayment' as true, where the Associated Payments Session Detail and Vendor Credit were not Posted.

Cancel Prepayments:  Select this button to cancel selected Prepayment Payable Transactions. This displays the Payable Transactions having status as 'Posted', 'Prepayment' as true and allows to cancel the Prepayments with the 'Pay Type' as Check/EFT/Bank Card.

Delete Prepayments:  Select this button to delete selected Prepayment Payable Transactions. This displays the Payable Transactions having the status as 'Open', 'Prepayment' as true and allows to delete the Prepayments with the 'Pay Type' as Check/EFT/Cash/Bank Card.


Search Section

All the fields available in the Search Section are available in this section as well. Below are the additional fields available in Lightning:

Fields
 

Transaction Date From:  This is the date that is considered as the starting date to fetch the Payable Transactions that need to be updated. (Only Payable Transactions with a 'Transaction Date' greater than or equal to this date are considered).

Transaction Date To:  This is the date that is considered as the ending date to fetch the Payable Transactions that need to be updated. (Only Payable Transactions with a 'Transaction Date' less than or equal to this date are considered).

Payment Terms:  This is the Terms Code that is considered to fetch the Payable Transactions that need to be updated.


After selecting the desired Action to take and entering the values, click Search to fetch the Payable Transactions that match the search criteria in the Payable Transactions Grid. Click Reset to clear the search criteria.

Payable Transactions Grid
 

Payable Transaction:  This is the name of the Payable Transaction.

Transaction ID:  This is the System-assigned Transaction ID, a unique identifier for the given Payable Transaction

Status:  This indicates the current status of the Payable Transaction.

Vendor:  This is the Vendor that the Payable Transaction applies to.

Document:  This is the user-defined document number, normally set to the document received from the given Vendor, up to 50 characters in length.

Transaction Type:  This indicates the type of the Payable Transaction.

Transaction Date:  This is the Transaction Date of the Payable Transaction.

Pay Type:  This is the means by which the Payable Transaction is paid.

Payment Terms:  This is the Terms Code associated with the Payable Transaction.

Quickpayment:  When checked, indicates that the Vendor Invoice will be paid via Quickpayment process.

Prepayment:  When checked, indicates that this Payable Transaction is a prepayment against a future Vendor Invoice


Change Pay Type

Select at least one Payable Transaction and click the Change button to update the Pay Type. This opens a pop-up with the below fields:
 

Fields
 

Pay Type:  (Required) Select the new Pay Type that needs to be updated on the selected Payable Transaction(s). Options are:

  • Check

  • cash

  • EFT

  • Bank Card


EFT Sub Type:  (Optional) Select the EFT sub-type that needs to be updated on the selected Payable Transaction(s). Options are:

  • Wire Transfer

  • International Transfer

  • ACH Transfer

  • Other


NOTE image.png  NOTE  This field is visible if the 'Pay Type' is set as 'EFT'.


Bank Card Account:  (Required) Select the Bank Account that needs to be updated on the selected Payable Transaction(s).


NOTE image.png  NOTE  This field is visible if the 'Pay Type' is set as 'Bank Card'.


Buttons
 

Change:  Click this button to update the Pay Type of the selected Payable Transaction(s). The system processes this transaction using FYDATA - Change to Check / EFT / Bank Card / Cash.

Close:  Click this button to close the pop-up without updating.


Change Payment Terms

Select at least one Payable Transaction and click the Change button to update the Payment Terms. This opens a pop-up with the below fields:
 

Fields
 

Payment Terms:  Select the Terms Code that needs to be updated on the selected Payable Transaction(s).


Buttons
 

Change:  Click this button to update the Payment Terms of the selected Payable Transaction(s). The system processes this transaction using FYDATA - Change Payment Terms.

Close:  Click this button to close the pop-up without updating.


Change to Quick Payment

Select at least one Payable Transaction and click Change to update it as Quick Payment. This opens a pop-up with the below fields:
 

Fields
 

Pay Type:  Select the Pay Type that needs to be updated on the selected Payable Transaction(s). Options are:

  • Check (default)

  • Cash

  • EFT


Get Next Check Number(button):  Click this button to assign the next available Check Number to the selected Payable Transaction(s).


NOTE image.png  NOTE  This field is visible if the 'Pay Type' is set as 'Check'.


EFT Sub Type:  Select the EFT sub-type that needs to be updated on the selected Payable Transaction(s). Options are:

  • Wire Transfer

  • International Transfer

  • ACH Transfer

  • Other


NOTE image.png  NOTE  This field is visible if the 'Pay Type' is set as 'EFT'.


Reference:  Enter the user-defined reference to the selected Payable Transaction(s).


NOTE image.png  NOTE  This field is visible if the 'Pay Type' is set as 'EFT' or 'Cash'.


Buttons
 

Change:  Click this button to update the selected Payable Transaction(s) as Quick Payment. The system processes this transaction using FYDATA - Change to Quick Pay.

Close:  Click this button to close the pop-up without updating.


Void Quick Payments

Select at least one Quick Payment Payable Transaction and click Void to void it. This opens a pop-up with the below fields:
 

Fields
 

Transaction Comments:  Enter the user-defined comments to void the selected Quick Payment Payable Transaction(s).


Buttons
 

Void:  Click this button to void the selected Quick Payment Payable Transaction(s). The system processes this transaction using FYDATA - Void Quick Pay.

Close:  Click this button to close the pop-up without voiding.


Delete Quick Payments

Select at least one Quick Payment Payable Transaction and click Delete to delete it. This opens a pop-up with the below fields:
 

Buttons
 

Delete:  Click this button to delete the selected Quick Payment Payable Transaction(s). The system processes this transaction using FYDATA - Delete Quick Payment.

Close:  Click this button to close the pop-up without deleting.


Cancel Prepayments

Select at least one Prepayment Payable Transaction and click Cancel to cancel the Prepayment. This opens a pop-up with the below fields:
 

Fields
 

Transaction Comments:  Enter the user-defined comments to cancel the selected Prepayment Payable Transaction(s).


Buttons
 

Cancel Prepayments:  Click this button to cancel the selected Prepayment Payable Transaction(s). The system processes this transaction using FYDATA - Cancel Prepayment.

Close:  Click this button to close the pop-up without canceling.


Delete Prepayments

Select at least one Prepayment Payable Transaction and click Delete to delete the Prepayment. This opens a pop-up with the below fields:
 

Buttons
 

Delete:  Click this button to delete the selected Prepayment Payable Transaction(s). The system processes this transaction using FYDATA - Delete Prepayment.

Close:  Click this button to close the pop-up without deleting.


SEE ALSO
 

Rootstock Financial Menus
Payable Transaction
Settings
Change Payment Method
Change-Payment-Method
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