Automatic Payment Transaction
When the system creates the payment media with a Payment Medium Workbench (PMW) payment method, it carries out a pre-service process.
The pre-service process includes the following steps:
- The system sorts the payments according to the PMW format and other format-specific fields.
- The system creates payment groups based on the level of granularity (one payment medium file is usually created for each group).
- The system generates the note to the payee.
The payment run parameters determine the accounts and documents that are included in the payment run. You are required to set these parameters before starting the payment process.
The system selects the appropriate open items to be paid based on at least the following parameters:
- Run date
- Program identification (to differentiate between program runs on the same run date)
- Posting date of the payment documents
- Entry date up to which invoices are to be selected
- Relevant company codes
- Relevant payment methods
- Next date of payment run
- Relevant customer/supplier accounts
- Additional freely selectable criteria based on invoice document or master record (optional)
- Exchange rate type (optional)
If all parameters are set, choose to schedule the payment run and pick the option, Proposal.
Once you have entered the payment run parameters, it is possible to schedule the proposal run.
You can use the Manage Automatic Display app to schedule payment proposals or schedule payments directly and get an overview of the proposal or payment status. The app identifies the overdue invoices and checks whether all the required payment information is complete.
Direct debit pre-notifications can be created, displayed, and deleted within this app.
The following activities take place in the proposal run:
- The invoices or open items to be paid are selected, based on the payment run parameters entered.
- The system groups the invoices or open items into payments and assigns the payment methods and bank details to be used.
- If the system cannot find a valid payment method or valid bank details, it adds these items to the exception list.
- The system generates the proposal and exception lists, which can be exported or reviewed online.
The proposal list shows the business partners (customers and vendors) and the amounts each owes or is owed. Depending on the line layout you choose, the associated document numbers and cash discounts can be displayed.
Any exceptions are also listed here. You can drill down to view and change the details of the individual payment items.
When you run the debit balance check after the payment proposal run, the system automatically blocks all the debit balances included in the actual payment run. After you create the payment proposal, accounting clerks will check and, if needed, edit it. When editing the payment proposal, the first screen displays a list of all the payments proposed.
You can perform the following tasks:
- Display a list of all the open items due for payment.
- Change the payment block and cash discount for each line item.
- Assign the item to a different pre-existing payment.
- Create a new payment by choosing a payment method and a house bank. After you edit the payment proposal, the system uses it as a basis for the actual payments.
After editing and saving the payment proposal, you schedule the payment run to process the payments in the proposal list. This edited payment proposal data is used as a basis for the payment run. There have been no postings up to this point. The documents included in this payment run were locked against any postings. Any invoice eligible to be paid in the current payment run is blocked for manual payment or payment in a different payment run.
In the payment run, payment documents are created, open items are cleared, and postings are made to the general and subledgers. The payment program automatically posts payments and related postings (postings for taxes, discounts, and exchange rate differences).
Using the Display Payment Lists app, you gain an overview of the payments that were created by a payment run and payment exceptions that have occurred