Payable Session

Overview

For use only by Companies who have checked the 'Multiple Transactions per Session' on the AP Control record, this function allows users to create more than one Payable Transaction per session. For the Companies with 'Multiple Transactions per Session' unchecked, the user can create only one Payable Transaction per Session.

Navigation

Accounts Payable > Payable Session

Processing

New Payable Session

Fields
 

Session Date:  The user selects the date the Payable Session was added.

• It defaults to the current date but can be overridden.

• If a date selected falls into a prior period and the prior period is closed, the date selected will not be allowed. 

Vendor:  The Vendor that the transaction applies to. Once the Vendor is selected, two additional TABS are displayed – Payment Info, Other Details (See explanation below).
 

  NOTE  This 'Vendor' field will not display the inactive vendors. If the field 'Vendor on Hold for New Transactions' is set as true on the Vendor Company record associated with Vendor and Company combination, system will not allow to create new Payable Session for those Vendor.

Document Number:  User-Defined document number. Usually set to the document number received from the Vendor. It is required when selecting Transaction Type:  Invoice.

  NOTE  It is optional (but recommended), where the transaction type: Vendor Debit or Vendor Credit.

  IMPORTANT  If the user enters a Document Number that already exists on another Payable Transaction, the system throws an error based on the flag 'Reject duplicate upload transactions' on the corresponding AP Control record:

• If the flag is true, the system displays an error message stating "Please specify a different value for Document Number, as another transaction with the same Document Number already exists for the selected Vendor."

• If the flag is false, the system displays a confirmation message:

  • If the user clicks OK, the system will increment the 'Document Number Sequence'.

  • Otherwise, the user can specify a different Document Number.

Transaction Total (TXN currency):  This is the total amount of the transaction in the transaction (or maintenance) currency. This will be the vendor currency where (1) the vendor currency is other than the company’s home currency and (2) the vendor is flagged to use its currency as the maintenance currency; otherwise, it will be the company's home currency.

Transaction Type:  user-selected (Invoice, Vendor Credit, Vendor Debit).

Payment Terms:  Defaults to the payment terms defined for the vendor. It can be overridden if the session is still open.

Transaction Date:  Defaults to Session Transaction Date, but can be overridden. It must be within the period defined for the given session.

Due Date Override Indicator:  This field indicates that the user can override the Net Due Date on this transaction. When true, the 'Due Date Override' value must be specified.

Net Due Date:  This is a date normally calculated based on the payment terms, but the user could override the calculated date if the Due date Override Indicator is True.

Discount Date:  If the Payment Terms include a discount when the discounted amount is paid within discount terms, the discount will be taken if the amount is paid on or before this date.

Discount Amount:  If the Payment Terms include a discount when the discounted amount is paid within discount terms, this is the discount amount if the transaction is paid on / or before the discount date.

Due Date Override: This field contains the value for overriding the Net Due Date on this transaction. Please note that if the Transaction Date is changed after this value is populated, one will need to override this value again.

Transaction Comments:  User-defined comments (limited to 100 characters in length). 

Payment Info Tab

Pay Type:  The method of payment. Users can select one of 5 types (None, Check, EFT, Credit Card, Bank Card). If the Vendor is not set up to take all forms of payment, the choices are adjusted accordingly.
 

  NOTE  When the flag 'Quickpayment' is True and if the 'Pay Type' is 'Check', the Get Next Check No button will be displayed, and when the user clicks this button, the Check Number to be used will be displayed. This value is fetched from the field 'Last Check Number' on the Bank Account.

EFT Sub Type:  This field carries a sub-classification for EFT payments. Options are:

• Wire Transfer

• International Transfer

• ACH Transfer

• Other

  NOTE  This field 'EFT Sub Type' is visible only when the 'Pay Type' is set to 'EFT'.

  NOTE  This field value defaults from 'EFT Sub Type' (if specified) on the Vendor Company associated with the selected 'Vendor'. The user can override this value if desired.

Payment Currency:  The currency in which the transaction will be paid. This may be different from the Transaction Currency.

Transaction Currency:  This will be the vendor currency where (1) the vendor currency is other than the company’s home currency and (2) the vendor is flagged to use its currency as the maintenance currency; otherwise, it will be the company's home currency.

Remittance Advice Description:  This is a user-defined field up to 100 characters in length. This would typically contain payment information to enable the vendor’s Accounts Receivable team to match the payment to invoices.

Prepayment:  This is checked when the payment is made against a future vendor invoice.

Accounts Payable Account:  This is the Accounts Payable Account used in processing this transaction. When creating the Payable Transaction, this defaults from the 'Accounts Payable Account' of the Vendor Company associated with the selected Vendor but can be overridden.

  NOTE  The 'Accounts Payable Account' field displays the GL Accounts that satisfy the below conditions:

• The GL Account should belong to the same Company for which the Payable Transaction is created.

• The 'AP Account Type' of the GL Account should be 'Accounts Payable'.

Credit Card Type:  A drop-down list of all available Credit Card types.

Take Advantage of Terms Discount:  When checked, Terms Discounts are applied if the payment date falls within the discount period.

  NOTE  The fields 'Credit Card Type' and 'Take Advantage of Terms Discount' are visible only when the 'Pay Type' is set to 'Credit Card'.

Pay with Bank Card Account:  This is the lookup to the Bank Card that will be used to settle this Payable Transaction.

  NOTE  This field 'Pay with Bank Card Account' is visible only when the 'Pay Type' is set to 'Bank Card'.

WHT (Withholding Tax) Tab

If the document is subject to withholding tax, check the WHT Transaction checkbox and select a Withholding Tax Class applicable to the transaction. (See Processing Withholding Tax (WHT) Transactions in the Procure to Pay Cycle)

WHT Transaction:  When checked, the Withholding Tax will apply to this Payable Transaction. 

Withholding Tax Class:  When WHT Transaction is checked, the user can select the appropriate Withholding Tax Class. (See Withholding Tax (WHT) Setup Requirements).

  NOTE  If the 'WHT Transaction' is checked, the appropriate 'Withholding Tax Class' must be assigned. Otherwise, the system will not allow the session to be posted.

Other Details Tab

Memo Number Vendor Assigned:  This is checked when the selected Vendor has provided the Vendor Credit or Vendor Debit number. It is automatically checked when the Transaction Type is Invoice.

Quickpayment:  When checked, it indicates that the Vendor will be paid via the Quick Payment process.

Invoice Hold:  If the session/transaction is still open, this may be checked. This will place the given transaction on Hold to prevent further processing.

Payable Matched:  This is checked when the given session/transaction results from a PO-AP match.

Default Division:  When a Purchase Order Line is referenced, this is set to the Inventory Division for that Purchase Order Line. For manually created Transactions, this is set by clicking the Set Line/Distribution Defaults button.

Default Project:  When a Purchase Order Line is referenced, this is set to the Project for that Purchase Order Line. For manually created Transactions, this is set by clicking the Set Line/Distribution Defaults button.
 

Lines

Once the Transaction Total (Txn Currency) amount has been captured, the Lines pane becomes editable.

When the user specifies a Vendor that carries a VAT Class and enters the total amount, the VAT Class on the Payables Line defaults to VAT Class on the Vendor, and two Distributions are created. One is for the actual Expense, and the other is for VAT. On the Payables Line, regardless of the include/exclude VAT, the Payables Line Amount included VAT (the Payables Line is for the total amount of Expense + VAT, and the Distributions split the two apart).

If the Vendor doesn't carry a VAT Class, then a single Distribution is created for the Payables Line.

  NOTE  When the flag 'VAT Only' is checked, the Payables Line will only have one Distribution.

In the Lines pane, a user can:

• Add line:  Add additional lines to the document (default is 1 line).

• Set Line / Distribution Defaults: This allows the user to set line distribution defaults. When the user clicks this button, a pop-up will appear to set the default values for GL Account, Division, and Project in lines/distributions. The default values will be used based on the field 'Push Defaults to Existing Lines & Distributions':

  • If this field is set to True and the user clicks the Set button in the pop-up, the default values will be carried over to all the existing distributions and used when creating new lines/distributions.

  • If this field is set to False and the user clicks the Set button in the pop-up, the default values will be used only when creating new lines/distributions.

• Del:  Delete / Remove the line.

• Description:  A user-defined description applicable to the line.

• Acct Type Filter:  This filter will limit the Default GL Account selection to only those accounts associated with it. The standard Account Type Filter options are None, Accrued Accounts Payable, Freight, Tax, and Trade Discount. Additional filter types may be set up.
  
    NOTE  The 'Acct Type Filter' option Accrued Accounts Payable is only available when the 'Transaction Type' is 'Vendor Credit'.

• Default GL Account:  The user can type the GL Account name and select the GL Account to charge the line. The Acct Type Filter will filter the selections available.

  EXAMPLE  If Tax is selected as the Acct Type Filter, only Tax type GL accounts will be displayed when the user types the name in the Default GL Account.

  NOTE  When a Vendor is specified/changed, the 'Default GL Account' field value defaults to the 'GL Expense Account' on the associated Vendor Company, and the 'Acct Type Filter' value then defaults to the 'AP Account Type' of the defaulted GL Account. Both the fields value 'Default GL Account' and 'Acct Type Filter' can be overridden by the user.

• Input Line Qty / Price:  This box must be checked if the user enters a quantity and price for the line.

• Quantity:  Enter a quantity for the line.

• Price:  Enter the unit price (i.e., the price for each unit of quantity).

• Debit or Credit Indicator:  This is used to add Credit or Debit lines for the transaction.

  NOTE  Irrespective of the 'Transaction Type' the user can add Credit lines and Debit lines to the Payable Transaction as long as the sum of lines matches the 'Transaction Total'.
 

• Amount:  The Amount defaults to the Transaction Total (TXN currency), but can be overridden. Where the user has checked Input Line Qty / Price, it will be calculated as Quantity x Price.

• Use ODC Code:  When checked, the user can use the field ODC Code to set the ODC Code for the line.

• ODC Code:  When the 'Use ODC Code' is checked, a dropdown list of the default charge codes predefined in the ODC Code Maintenance function on the Purchasing menu can be used. Selecting a default charge code will automatically populate the description field on the line. (ODC stands for Other Direct Cost. ODC Codes are commonly set up to categorize costs in job costing and project costing companies.)

• VAT Only: When checked, indicates that the line is for VAT only.

• VAT Override: When checked, the user can use the 'VAT Override Amount' field to override the VAT Amount for the line.

  NOTE  The flags 'VAT Only' and 'VAT Override' are mutually exclusive, only one can be checked at a time.

  IMPORTANT  The 'GL Account' on the Tax Distributions must be the GL Account associated with the Incoming VAT Account of the VAT Class specified.

• VAT Override Amount: When the 'VAT Override' is checked, the user can enter the new VAT Amount.

• VAT Class:  When the Payable Transaction has VAT applicable, the user selects the appropriate VAT class attributable to the transaction (see  Value Added Tax (VAT) in Payable Transactions for a detailed explanation on processing VAT related transactions).
  
    NOTE  When the user selects the Vendor, the 'VAT Class' on the Payables Line will be populated from:

• The 'Override VAT Class' (if any) on the selected Vendor if it belongs to the same Company for which the Payable Transaction is created.

• Otherwise, the system will look for a similar VAT Class (as mentioned on Vendor) belonging to the Company for which the Payable Transaction is created. If found, it will be used; otherwise, Vat Class will be left blank.

  IMPORTANT  The 'VAT Class' on the lines with 'VAT Only' or 'VAT Override' checked cannot be an Intra-EU VAT Class.

• Distributions:  Adds additional GL account distributions. When selecting the Distributions button, a new page is opened, and the user can amend existing distribution lines and add additional ones.

  NOTE  The Line Total (which is the total of the original line in the transaction) must equal the net of the Line Amount Debit – Line Amount Credit before selecting Done. Once the user is happy with the changes made, select Done to complete the process. The distribution page will close and the user will be returned to the Payable Transaction page.
 

Once the details have been entered, the user can:

• Save:  Saves the Session. The user can return to the session to add further transactions later.

• Save and New:  Saves the Transaction, returns to the main Transaction ID pane, and allows the user to enter another Payable transaction.

• Save and New (Same Vendor):  Saves the Transaction, returns to the main Transaction ID pane, and allows the user to enter another transaction for the same Vendor (the Vendor name and payment terms are retained from the previous document).

• Cancel:  Cancels the Session.

• Copy Vendor Credit from Invoice/Vendor Debit:  Use this button to create a Vendor Credit transaction based on an existing Invoice/Vendor Debit transaction. Upon clicking this button, a pop-up window will appear, displaying the first 400 Invoices/Vendor Debits associated with the selected vendor in a grid format. Users can refine their search by applying filters such as 'From Transaction Date,' 'Thru Transaction Date,' and 'Document No.'
  
    NOTE  This button becomes visible only when a 'Vendor' is selected, and the 'Transaction Type' is specified as 'Vendor Credit'.

• Once the Session is Saved, the transaction will appear in the Session Transaction List at the bottom of the main Payable Session page. The user can:

  • Close Session:  The transaction will be closed and can no longer be amended.

  • Add Payable Transaction:  The user can create and enter a new Transaction.

• A user can review/edit the transaction by selecting the Transaction ID. The information for that specific transaction will be displayed and can be amended.

  • Save:  Saves the Transaction. The user can return to the Transaction to amend the transaction later.

  • Save and New:  Saves the Transaction, returns to the main Transaction ID pane, and allows the user to enter another Payable transaction.

  • Save and New (Same Vendor):  Saves the Transaction, returns to the main Transaction ID pane and allows the user to enter another transaction for the same Vendor (the Vendor name/terms are pre-populated, and the user can enter another transaction for that specific vendor).

  • Delete:  Deletes the saved Transaction.

  • Cancel:  Cancels the Transaction.

  • Delete Prepay Transaction:  This button works in conjunction with the Delete button and is used to delete the payable transaction in the open batch with the 'Prepayment' indicator set as true.
     

  NOTE  This button Delete Prepay Transaction is visible only when all the below conditions are satisfied:

• 'Transaction Type' must be 'Invoice'.

• 'Status' must be 'Open'.

• 'Pay Type' must be one of 'EFT', 'Check', 'Cash', 'Bank Card'.

• 'Quickpayment' must be false.

• 'Prepayment' must be true.

• Once a transaction has been saved, additional tabs (Purchase Order Info, Applied/Unapplied Amounts, Info) are displayed in the Transaction ID pane.

Purchase Order Info Tab

If the transaction is related to a receipt of a Purchase Order, then the Purchase Order, Purchase Order Line & Purchase Order Receipt are referenced in this tab.

Applied/Unapplied Amounts Tab

The Applied/Unapplied Amounts tab provides additional Currency information, Transaction and Other Amount (Tax and Freight) information, and the Applied / Unapplied amount information. From this tab, vendor credits may be applied to Invoices and Vendor Debits.

  NOTE  When the flag 'Inc Tax and Freight in Discountable Amt' is checked on Terms Code, the discount will be calculated for the 'Transaction Total (Txn Currency)' which includes Tax and Freight amounts. If it is unchecked, the discount will be calculated for the 'Transaction Total (Txn Currency)' minus the Tax and Freight amounts.

Info Tab

This tab provides additional transaction information (Transaction Name, Id, etc.).

Close Session

Once the Payables Session has been completed and saved, the user should check to see that all transactions are reflected in the Session Transaction List and, once satisfied that it is complete, then select Close Session.

Post Session

Once the Payables Session has been closed and it is ready for posting, clicking on the Post Sessions button will Post the Sessions, and the status will be changed to Posted.

If the AP batch is posted with a Project defined on the associated Payables Distributions, a Project Indirect Cost Transactions record is created with Project Budget / Costs, Dimension Values, and Vendor details.

Delete Quick Payment Session - Once this button is clicked, the quick payment session is deleted at closed status.

  NOTE  If the quick payment is checked on the payable session, the status is reflected as Closed, and the Delete Quick Payment Session button appears on the screen next to the Post Session button when the session is saved.

Adding a Note and/or Attachment
 

• Once the transaction/session has been SAVED, notes and/or Attachments can be added to the transaction.

• A Notes & Attachment Pane will be displayed.

To add a Note, a user selects New Note. This will open a new page where the user can add a note (title and Body) and have the option to mark it private.

To attach a file, the user selects Attach File.  An Attach File page will appear, and the user can choose to add a file to this transaction.

To view or print the transaction, select the View link for the transaction you want to view or print.

SEE ALSO
 

Payable Transaction
Recurring Payable Templates
Recurring Payable Lines
Recurring Payable Distribution
Payment Selection
Payable Application Transaction
Open Item Application
Open Item Application (AP) in Lightning