Customer Pay Selections allows you to mark invoices for payment.
An invoice is marked when a payment amount is allocated alongside the invoice. You can mark invoices automatically or manually or use a combination of the two methods.
You can also unmark an invoice or change the payment amount at any time prior to processing the payment.
No payments are processed until you use Direct Debit Entry or Credit Card Payments tasks to generate the appropriate bank file to send to your bank.
You can select invoices by various ranges, including customer code, due date, invoice date and invoice number. Only invoices within all ranges entered will be presented to be marked for payment.
Descriptions of the Customer Pay Selections, Options task area
Field Name | Description |
Include Payments By |
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Manual/Auto Selections |
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Clear Pay Selections |
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Automatically marking invoices for payment
To automatically mark for payment all invoices within the selected options and ranges:
Enter the desired options and ranges.
Ensure that Manual/Auto Selections is set to Auto.
Choose Accept (F9) to process the selections.
When the message Pay Selections complete is displayed, choose Close (Esc) to return to the menu.
Print the Customer Payments Due List to check that the correct invoices and amounts have been marked. If not, return to Pay Selections, clear the pay selections and make the necessary adjustments.
Manually marking invoices for payment
To adjust auto selections or view outstanding invoices for each customer within the selected options and ranges and selectively mark invoices to be either fully or partly paid.
Enter the desired options and ranges.
Ensure that Manual/Auto Selection is set to Manual.
Choose Accept (F9).
When the Pay Selection screen is displayed, press Enter to accept the first customer code.
A list of all outstanding invoices for this customer is displayed.
Enter the amount to be paid against each invoice then choose Accept (F9).
If you are processing payments for more than one customer, the next customer’s details will be displayed.
Repeat the two previous steps until you have completed your pay selections.
Once you have entered all customer payments, choose Finish (Esc), then choose Close (Esc) to return to the menu selection.
Print the Customer Payments Due List to check that the correct invoices and amounts have been marked. If not, return to Pay Selections, clear the pay selections and make the necessary adjustments. Note: payments showing in the report listed with *** (3 asterixes) in the last column means that these invoices have been selected for payment and will be included in the relevant Pay Selection run.
Creating the ABA bank file for direct debit payments
Once you have used Customer Pay Selections to mark invoices for payment, this task allows you to process the payments and generate a bank file to send to your bank.
Before generating the bank file ensure that you print and review the Customer Payments Due Report to check that the correct invoices and amounts have been marked. If not, return to Customer Pay Selections and make the necessary adjustments.
During payment processing, the software normally updates the general ledger bank account specified in the customer's general ledger set. However, you can choose to allocate the payment to a different account by selecting Override G/L Bank Account and selecting the appropriate account.
When you have completed the Bank Information (for direct debit payments) or Gateway Information (for credit card payments) and Payment Options fields, choose Transfer (F9).
A summary report is displayed listing the payment details. You'll receive a message to confirm if you want to generate the bank file. Confirm Yes to this message.
You'll also receive a second confirmation message asking if the ABA bank file was created successfully.
We suggest at this point to leave this message as it is (un-answered), and test uploading the file to your Internet banking before you confirm Yes to this message, in case any errors are picked up when attempting to upload the ABA file to your bank.
Assuming the file uploads correctly to the bank, and the payment information is correct, you can then go back and click Yes at the 2nd message after clicking Transfer.
If there are any errors uploading to the bank:
Note down the error message you are receiving, or take a screen shot of it.
If it is not obvious what the error is referring to, you may need to raise a new case online and reference the title of this article.
Notes:
During payment processing the software updates the customer transaction file, creates general ledger postings and also updates the outstanding balances in the Masterfile.
For New Zealand only ANZ Transactive bank file format is supported.
Field descriptions of options when producing the bank transfer ABA file.
Field or group name | Description |
Bank Information |
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Bank Process Date | Type the date on which you want the bank to process the transfer. |
Next Bank Transfer Number | Complete the Next Bank Transfer Number field or accept its current value. |
Destination Path | Specify a Destination Path for the bank transfer file. |
Payment Options |
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Company Bank Code |
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Batch Description | Enter a description that will enable you to easily identify the batch. |
Consolidate Payments |
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Consolidate Bank G/L Transactions |
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Override G/L Bank Account | During payment processing, the software normally updates the general ledger bank account specified in the customer's general ledger set. However, you can choose to allocate the payment to a different account if required.
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G/L Bank Account | If you choose to allocate the payment to a different general ledger bank account (instead of the account specified in the customer's general ledger set), select the appropriate account. |