Automatic Payments (Purchase Ledger)

A special feature of the purchase ledger gives you the capability to automate your payment procedures.The facilities to achieve this are grouped under the Allocation Actions for the purchase ledger and described below.

The steps you would take are as follows:

Run the Proposed Payments Procedure. This processes your whole purchase ledger, marking with a "P” the status flag of each transaction which is now due for payment. This ignores transactions which are already marked with any other status flag value. Note that only open-item accounts are reviewed.

Print the Supplier Payments Report. This lists and sub-totals by account all transactions which are marked with a "P” to be paid. The final total tells you how much is due, and you can now decide whether or not you want to pay all the transactions which are marked.

You can use the Set Transaction Status Flags option to reset any transactions you do not want to pay, and even mark other transactions for payment.

Now you can run the procedure Generate Payments Automatically to create payments to the ledger allocated against the marked transactions.

You can follow this with a remittance and cheque print run if appropriate. If you pay by BACS then you or your Datafile Reseller may wish to develop a ProFiler procedure to generate a payments file for supply to your bank at this point.

For foreign currency systems the payment generation process for non-base currency accounts cannot be achieved through the Generate Payments procedure, and should be added through the Manually Generate Payments process.

Selecting the ‘Automatic Payments’ option, on the main purchase ledger menu gives a sub-menu, with the payment options.