Payments

Create Payment Extracts

Overview

This mode of extraction allows to create draft payments for all expense vouchers within a specified fiscal year, or a specific range of expenses. The Payment process provides an intuitive step-by-step approach to selecting expense vouchers for payment, verifying the accuracy of all draft payments that are generated by the system, approving them, then releasing them for payment to the proper vendors or beneficiaries.

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Treasury Management ► Payments ► Create Payment Extracts

Payment Extract Generation screen Fields

Field	Description
Fiscal Year	The fiscal year for which the payment extract is to be generated. Default is current fiscal year. However, the user can specify the previous year as long as it is still open.
Fiscal Period	Fiscal period of the extract. Default is current period.
Accounting Office	Accounting Office Code related to the Expense voucher for which the extract is to be generated.
Date	The date the extract was created. Default is Current date.
Payment Type	The type of expenditure for which the extract was generated.
Grouped Cheques	Indicates if multiple invoices having common criteria have been grouped into one cheque. Default as defined in the Expenditures Parameters. The system must apply the following rules for grouping: same Vendor, same Treasury Bank Account ID, same Currency, and same Payment Method.
Due Date From	Earliest due date of payments to be included in extract.
Due Date To	Latest due date of payments to be included in extract.
Vendor	User can select a specific vendor by populating the Vendor ID of vendor whose invoices are to be included in the extract.
Pay Agent	Person who delivers cash or cheque is known as Pay Agent. Appropriate Pay Agent is to be selected for Payment Extract.
Treasury Bank Account	Treasury Bank Account assigned to the payments to be included in the extract.
Financial Institution	Appropriate Financial Institution where treasury have its account should be selected to extract Payment Voucher.
Currency	Currency of the payments to be included in the payment extract.
Payment Mode	Mode of the payments that will be included in the extract.
Payment Location	Location of the payments to be included in the extract.
Payment Method	Method of the payments that will be included in the extract.
Domestic Amount From	Minimum domestic amount for the payments that will be included in the extract. Default is Zero.
Domestic Amount To	Maximum domestic amount for the payments that will be included in the extract. Cannot be less that the value in the ‘Domestic Amount From’ field. Default is Zero.
Language	Country specific Language used to register the Description.
Description	Short description of the Payment Extract.
Expense Voucher Payment Detail	Expense Vouchers details list out Expense voucher, invoice no., payment/ due date. Upon clicking on details button, payment details is shown in view mode.

Finalize Transfer

Overview

Once a transfer is released, the last step is finalize the transfer in order to generate an output file format as Electronic Fund Transfer (EFT), including different encrypted security methods (if applicable) prior to be sended to the appropriate bank. This step will finish the payment cycle for Treasury department.

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Treasury Management ► Payments ► Finalize Transfer

Finalize Transfer screen Fields

Field	Description
Fiscal Year	Extract Fiscal Year. Default is current fiscal year. However users can specify the previous year as long as it is still open.
Fiscal Period	Refers to the fiscal period of the selected fiscal year. Default is current period.
Accounting Office	Refers to the institution falling under the type Accounting office applicable to the Expense Voucher.
Treasury Bank Account	Users needs to select the appropriate Treasury Bank account applicable to the Expense Voucher.
Transfer Number	The transfer number given for every finalization.
Extract number	Users are to select the appropriate Payment Extract number.
Payment Method	The payment method for which the finalization was.
Vendor	The vendor ID against whom the transfer was finalized.
Expense Voucher	The Expense Voucher ID to be selected here.

View Payment Extracts

Overview

The View Payment Extract displays all information pertaining to calculation and finalization processes that have been executed. It is used to view the status of the process that was launched. It also displays any errors that occurred during the process in order to allow modifications to be performed for those employees prior to re-calculating or finalizing.

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Treasury Management ► Payments ► View Payment Extract

View Payment Extracts screen Fields

Field	Description
Id	Unique identification code, manually entered by users.
Active	If checked, indicates that payment extract is active.
Grouped Cheques	Indicates if multiple invoices having common criteria have been grouped into one cheque. Default as defined in the Expenditures Parameters. The system must apply the following rules for grouping: same Vendor, same Treasury Bank Account ID, same Currency, and same Payment Method.
Fiscal Year	Extract Fiscal Year. Default is current fiscal year. However users can specify the previous year as long as it is still open.
Fiscal Period	Fiscal period for which the Payment Extract is to be viewed. Default is current period.
Accounting Office	The accounting office institution necessary for viewing Payment Extract. The Office code from where the payment extract was generated.
Date	Date on which the Payment Extract was generated. Default is Current date.
Created By	Users who created the Payment Extract is mentioned.
Created Payments	Number of total payments created when extract was created.
Created Amount	Total Domestic amount of payments created when extract was created.
Approved Payments	Number of total payments approved to date.
Approved Amount	Total Domestic amount of payments approved to date.
Cancelled Payments	Number of total payments cancelled to date.
Cancelled Amount	Total Domestic amount of payments cancelled to date.
Released Payments	Number of total payments released to date.
Released Amount	Total Domestic amount of released rejected to date.
Voided Payments	Number of total payments Voided to date.
Voided Amount	Total Domestic amount of released Voided to date.
Delivered Payments	Number of total payments Delivered to date.
Delivered Amount	The total amount of payments delivered to date.
Language	Country specific Language used to register the description.
Description	Short description of the Payment Extract.
Payment Extract Payment	Collection of one to many payments extract payments.

Payment Extract Payment

Overview

The payment approval process allows users to verify the information related to all draft payments which are contained into the Extract Payment. A decision can then be made to approve or cancel a Payment Extract. Approval affects General Ledger through automatic generation of Journal Vouchers for the payments.

The payment Extract - Payments contain the information regarding cheques or electronic transfers, and the workflow control of Extracts. A Cheque/Transfer register could be the summary of several invoices related to a single vendor.

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Treasury Management ► Payments ► Payment Extract Payment

Payment Extract Payment Fields

Field	Description
Id	The system generates a unique id for PEP.
Workflow Status	Depending on the Workflow Configuration Setting for this Entity the basic Stages are: Created, canceled, approval requested, etc.
Payment Extract	Payment Extract to be selected from the lookup button.
Payment Method	Method of payment is to be selected which may be Cash, Cheque, EFT, etc.
Accounting Office	Accounting Office Code. It is updated according to the Payment Extract Payment process.
Treasury Bank Account	Treasury Bank Account relating to Payment Extract is selected from the lookup button.
Bank Account	Bank account relating to Payment Extract is to be selected from the dropdown box.
Note Reference Number	The reference number for "payment with the note".
Note Date	It allows the user to enter the note reference date.
Is Accounting	This attribute is marked when the expense voucher to pay is configurated as "Accounting".
Bank Account Name	Name of the bank account is entered in this field.
Branch	Branch to which the bank account relates is entered in this field.
Beneficiary	Vendor to whom the Payment is made is selected from this field.
Cheque Series	The series to which the cheque issued belongs.
Cheque Number	Cheque number which is issued.
Transfer Number	Number identifying the transfer transaction.
Transfer Package Number	It is updated when Allow Generate Transfer Package is set as true in the system setting.
Release Date	Date on which payment is released.
Number Of Releases	A number of times in which the total payment was released. The default value is Zero.
Printed Date	It is updated by the system. The user can't change it.
Delivered Date	Date of delivery of the payment amount.
Currency	Currency in which the payment was made.
Exchange Rate	The exchange rate on the date of payment is entered.
Domestic Amount	Total amount in domestic currency.
Foreign Amount	Payment amount expressed in foreign currency.
Handling Indicator	Special indicator defined by the user in Expense Vouchers. Will be used to give more flexibility to group payments.
Expense Voucher Classification	The user can select the expense voucher classification using the drop-down button.
Created On	Date of creation of Payment Extract.
Created By	The user who created the Payment Extract.
Approved On	Date on which the payment was approved.
Approved By	The user who approved the payment.
Payment Journal Voucher	Automatically assigned by the system when this payment is approved
Expired Cheque Journal Voucher	After marked as Expired Cheque the automatic JV generated will be referenced in this attribute.
Cheque Lot Number	After marked as part of the cheque lot the system auto-generates the number.
Invoice	List of Invoices linked with the Payment
Rejection Description	Description corresponding to the rejection code received in the bank notification.
Payment Invoices	Invoices related to the payment gets added here.

Payment Extract Payment Target Stage

Overview

The payment Extract - Payments contains the information regarding to cheques or electronic transfers, and the workflow control of Extracts. A Cheque/Transfer register could be the summary of several invoices related to a single vendor. This screen helps to retrieve the payment extract payment details and approve those in a bulk.

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Treasury Management ► Payments ► Payment Extract Payment Target Stage

Payment Extract Payment Target Stage screen Fields

Fields	Description
Fiscal Year	Fiscal year of the Payment Extract is selected here.
Fiscal Period	Fiscal Period for the Payment Extract is selected from the drop down box.
Target Stage	The stage to which the Payment Extract is to be brought to, is selected from the dropdown box.
Payment Method	Method of Payment is to selected. Options include cash, cheque, EFT, tec.
Payment Extract	Required Payment Extract is to be selected.
Treasury Bank Account	Treasury Bank Account related with the Payment Extract is to selected from the lookup button.
Beneficiary	Vendor who will receive the payment is to be selected from the lookup button.
Currency	Currency in which the payment is to be made, is selected in this fields
Search Domestic Amount	Amount mentioned in Payment Extract in domestic currency.
Search Foreign Amount	Amount mentioned in Payment Extract expressed in foreign currency.
Total Selected Domestic Amount	Total selected amount in domestic currency in Payment Extract.
Total Selected Foreign Amount	Total selected amount in foreign currency in Payment Extract.

Reports

All Payment Report

Overview

Information regarding payment made on the basis of Payment Order gets generated in this report.

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Fields of All Payment Report may be described as follows:

Fields	Description
Fiscal Year	Fiscal year for payment report is to be generated.
Fiscal Period	Fiscal period for which payment report is to be generated.
Status	Status of Payment Order.
Currency	Currency in which the payment was made.
Domestic Amount From	Starting range of amount for filtering report in domestic currency.
Domestic Amount To	Limit up to which amount is entered for filtering report in domestic currency.
Extract Number	Payment Extract Id number required for filtering data.
Treasury Bank Account	Treasury bank account from where the payment is made.
Vendor	Vendor to whom the payment is made.
Financial Institution	Bank/ Financial Institution from where the payment is made.
Financial Institution Branch	Branch of Bank from where the payment is made.
Accounting Office	Accounting Office related to the payment order.
Created By	User who created the Payment Order.
Expense Voucher	Expense Voucher for which the payment is made.
Payment Mode	Mode in which the payment is made to be selected from dropdown box.
Cheque Series	Series within which the issues cheque falls under.
Contract Number	Contract number is to be mentioned for filtering data.
Comment	Comment on the Report.
Cheque From Number	Cheque number of the first issued cheque required for report filtering.
Cheque To Number	Cheque number of the last issued cheque required for filtering purpose.
From Date	Date from which Payment made, is to be filtered for report purpose.
To Date	Date up to which Payment made, is to be made
Sort By	Sorting on the basis of which the report is to be filtered.

Cash Requirement Report

Overview

Cash Requirements Report displays the cash required to pay the Epense Vouchers which have been approved for payment.

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Fields of Cash Requirements Report may be described in the following lines:

Fields	Description
Report Type	Whther the report is a summary report or details report is selected in this field from dropdown box.
Vouchers On Hold	Whether the voucher are on hold for report purpose, is mentioned.
Fiscal Year	Fiscal Year for Cash Requirements Report generation.
Payment Due Date	Due date for payment is entered on the basis of which the report is generated.
Financial Institution	Bank from where the payment is to be made.
Financial Institution Branch	Branch of bank from where the payments are to be made.
Payment Date	Date of payment for Expense Voucher.
Vendor	Vendor who shall receive the payment.
Accounting Office	Acounting office for Payment Order.
Treasury Bank Account	Treasury bank account related with Payment Order.
Payment Location	Location where the payment is to be made.
Payment Method	Method of payment for Expense Voucher is selected for report generation.
Payment Mode	Mode of payment for Expense voucher is selected for report generation.
Comment	Comment for Report.
Sort By	Sorting the data for report generation.

Cheque Printing Report

Overview

Cheque Printing Report generates the information of cheques issued for payment in printed format.

Navigation

Treasury Management ► Payments ► Reports ► Cheque Printing Report.

Fields of Cheque Printing Report

Field	Description
Fiscal Year	Fiscal Year to which the cheques relate, to be selected from drop down box.
Payment Extract	Payment Extract, to be selected from lookup button.
Payment Extract Payment	Payment Extract Payment, to be selected from lookup button.
Treasury Bank Account	Treasury Bank Account, to be selected from lookup button.
Payment Type	Type of Payment made, to be selected from drop down box.
Cheque Series	Serial number to which the series of Cheque belong to.
Print Cheque From	Starting Serial number of Cheque number tobe printed.
Print Cheque To	End Serial number of Cheque number tobe printed.
Accounting Office	Accounting Office to which the cheque relate, to be selected from lookup button.
Vendor	Vendor to whom the payment to be made, to be selected from lookup button.
Release Date From	Starting Release date of cheque to be selected from calendar button.
Release Date To	End Release date of cheque to be selected from calendar button.
Expense Voucher	Expense Voucher to which Cheque relates to be selected from lookup button.
Number Of Payments	Number of Payment made is mentioned in this field by the system.
Amount of Payment Domestic	Amount of payment expressed in terms of domestic currency is mentioned in this field by the system.
Amount of Payment Foreign	Amount of payment expressed in terms of foriegn currency is mentioned in this field by the system.
Payment Extract Payment Detail	Payment Extract Payment Details records matching the above filter criteria to be retrieved by clicking on Retrieve button.

Cheque Reprinting Report

Overview

Cheque Reprinting Report is the standard method of printing cheques or generating Electronic Fund Transfer export files which have already been released.

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Treasury Management ► Payments ► Reports ► Cheque Reprinting Report

Cheque Reprinting Report screen Fields

Field	Description
Payment Extract	Payment Extract to be selected from lookup button.
Payment Extract Payment	Payment Extract Payment to be selected from lookup button.
Treasury Bank Account	Treasury Bank Account of Expense Voucher for which Cheques are issued.
Print Cheque From	Cheque number of first cheque in the series to be re-printed.
Print Cheque To	Cheque number of the last cheque in the series to be re-printed.
Release Date From	Release date of the first cheque in the series to be re-printed.
Release Date To	Release date of the last cheque in the series to be re-printed.
Expense Voucher	Expense Voucher for which Cheque requierd to be re-printed.

Draft Payment Report

Overview

Information regarding Draft Payment gets generated in Draft Payment Report.

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Fields of Draft Payment Report may be described in brief as follows:

Fields	Description
Fiscal Year	Fiscal year for which the Draft payment report is to be generated.
Fiscal Period From	The fiscal period from which the report is to be generated.
Fiscal Period To	The fiscal period to which the report is to be generated.
Extract	Relevant Payment Extract relating to which the report is to be generated.
Comment	Comment regarding the draft payment report is entered in this field.

Extract Status Report

Overview

Information regarding status of Payment Extract generated in this report.

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Fields of Extract Status Report may be described as follows:

Fields	Description
Fiscal Year	Fiscal year for which the status report for Payment Extract is to be generated.
Fiscal Period	Fiscal period relting to which the the status of Payment Extract is to be generated.
Extract Number	Payment Extract Id is to be chosen from lookup button.
Comment	Comment on report is to be made in this field.
From Date	Date from when the data for report will be filtered.
To Date	Date up to when the data for report will be filtered.
Sort By	Criteria on the basis of which the data will be sorted.

Laos Reports

Approved Payments Batch Report

Overview

Approved Payment Extracts in Batches are displayed in this report.

Navigation

Treasury Management ► Payments ► Reports ► Laos Reports ► Approved Payments Batch Report.

Approved Payments Batch Report Fields

Field	Description
Fiscal Year	Fiscal Year when the payment is approved, to be selected from drop down box.
Payment Extract Number	Payment Extract to be selected from lookup button.
Treasury Office	Treasury Office to be selected from lookup button.
Payment Type	Type of Payment to be selected from drop down box.
Currency	Currency to be selected from drop down box.
Comment	Comment on the report is entered by users in this field.