Maintain Inter Company Payments

Maintain Inter-Company Payments

This activity allows you to create a Customer Receipt Voucher in the Receiving company, on creation of supplier Payment Voucher in the Paying Company.

Select the “Maintain Inter-Company Payments” link under the “Inter-Company Transactions” business component.

The “Maintain Inter-Company Payments” page appears.

Note: Clicking this icon available near certain fields takes you to the help page of the respective field.

Enter the following fields in the “Batch Information” group box:

Batch No.

A unique number identifying the Inter-Company Payments Batch (Alphanumeric, 18). This number will be automatically generated if the “Numbering Type” is not set to “Manual”. The number is displayed with the corresponding prefix and suffix of the numbering type selected in the “Numbering Type” field. The number is incremented from the last number available in the “Document Numbering Class” business component.

Numbering Type

Use the drop-down list box to select the numbering type for the login organization unit and the “Inter-Company Payments Batch” transaction type. The numbering types must have already been defined in the “Create Numbering Class” activity of the “Document Numbering Class” business component and must be in “Active” status. The system displays the numbering type set as default for the transaction in the “Document Numbering Class” business component.

The system displays the following field:

Status

The status of the Inter-Company Payments Batch. The various statuses for the Inter-Company Payments Batch are

Fresh / Draft - On Creation it will be saved in Active Status
Authorized – On authorization it will be saved in authorized Status
Deleted –when deleted is in “Deleted” status

Enter the following fields in the “Batch Information” group box:

Batch Date

The date on which the batch is raised.(Date Format). Mandatory. This date must be a valid one in the “Open” financial year. The system date is displayed by default on launch of the page.

The system displays the following in the “Paying Company Information” group box.

Paying Company	The Login OU’s Company is displayed.
Payment OU	The Login OU is displayed.

Enter the following fields in the “Paying Company Information” group box:

Payment Finance Book

Use the drop-down list box to select the code identifying the finance book in which the Voucher posting is to be made. All the finance books that have been mapped to the login organization unit will be available for selection in the ascending order.

The system displays the following in the “Paying Company Information” group box.

Supplier Code

The code identifying the Supplier to whom the payment to be made (Alphanumeric, 16). Mandatory. This code must have been defined in the “Supplier” business component.

The system displays the Party Code with party type Supplier for the Login and Receiving Company Combination

Supplier Name

The name of the Supplier to whom the payment to be made.

Enter the following fields in the “Paying Company Information” group box:

Payment Voucher Date	The date on which the Payment Voucher is being requested. (Date Format). Mandatory. This date must be a valid one in the “Open” financial year. The system date is displayed by default on launch of the page.
Pay Batch Numbering Type	Use the drop-down list box to select the numbering type for the login organization unit and the “Regular Pay Batch” transaction type. The numbering types must have already been defined in the “Create Numbering Class” activity of the “Numbering Class” business component and must be in “Active” status. The system displays the numbering type set as default for the transaction in the “Numbering Class” business component.
Payment Voucher Numbering Type	Use the drop-down list box to select the numbering type for the login organization unit and the “Payment Voucher” transaction type. The numbering types must have already been defined in the “Create Numbering Class” activity of the “Numbering Class” business component and must be in “Active” status. The system displays the numbering type set as default for the transaction in the “Numbering Class” business component.

The system displays the following in the “Paying Company Information” group box.

Pay Batch No.	A unique number identifying the Regular Pay Batch. (Alphanumeric, 18). This number is generated and displayed by the system on Save details.
Payment Voucher No.	A unique number identifying the Supplier Payment Voucher. (Alphanumeric, 18). This number is generated and displayed by the system on Save details.

Enter the following fields in the “Receiving Company Information” group box:

Receiving Company	Use the drop-down list box to select the company code in which the Receipt transaction takes place. All the Source / Destination Company code’s saved in the Inter Company masters for the login company with party type as customer would be available for selection
Receipt OU	The combo would be loaded with Blank. On select of the Receiving Company, it is loaded with all the OUs of the selected Receiving Company.
Receipt Finance Book	Use the drop-down list box to select the code identifying the finance book in which the Receipt posting is to be made. All the finance books for which Customer ARD is available for the customer code will be available for selection in the ascending order.

The system displays the following in the “Receiving Company Information” group box.

Customer Code

The code identifying the customer on whom the Receipt must be raised (Alphanumeric, 16). Mandatory. This code must have been defined in the “Customer” business component.

The system displays the Party Code with party type Customer for the Login and Receiving Company Combination.

Customer Name

The name of the customer on whom the Receipt must be raised.

Enter the following fields in the “Receiving Company Information” group box:

Customer Receipt Date	The date on which the Receipt has been raised (Date Format). Mandatory. This Receipt date must not be after the system date. This date must be on or after the Payment Voucher date. This date must be a valid one in the “Open” financial year. The system date is displayed by default on launch of the page.
Customer Receipt Numbering Type	Use the drop-down list box to select the numbering type for the Receipt OU and the “Customer Receipt” transaction type. The numbering types must have already been defined in the “Numbering Class” business component and must be in “Active” status. The system displays the numbering type set as default for the transaction in the “Numbering Class” business component.
Customer Account Code	The Customer Control Account code to which the postings should happen.

The system displays the following in the “Receiving Company Information” group box.

Customer Account Description	The description of the Customer Account Code.
Customer Receipt No.	A unique number identifying the Customer Receipt (Alphanumeric, 18). This number is generated and displayed by the system on Save details.

Enter the following fields in the “Supplier Document Search Criteria” group box:

Doc. Type

Use the drop-down list box to select the type of documents based on which the pay batch have to be created. You can select from “Item Invoice”, “Expense Invoice”, “Order Based Invoice”, “Delivery Charges Invoice”, “Item based Credit Note”, “Account Based Credit Note”, “Transfer Credit Note”, “Receipt”, “Prepayment Invoice” or “All”.

The system displays “All” by default on launch of the page.

Note: The value “Prepayment Invoice” is loaded in this field only when “Pay Mode Applicable parameter has been set to “Swiss or German” at the company level, that is, electronic payments can be made.

Billing Point	Use the drop-down list box to select the organization unit at which billing can be done. All the organization units that have been mapped to the company of the login organization unit will be available for selection in ascending order. The system displays “Blank” by default on launch of the page.
Finance Book	Use the drop-down list box to select the code identifying the finance book in which the Credit documents have been created.
Doc. Currency	Use the drop-down list box to select the currency in which the document is transacted. All the currencies to which the “Supplier Payable Accounts” have been mapped in the “Account Rule Definition” business component will be available for selection. The system displays the base currency by default on launch of the page.
Document Date From	The starting date in the range of dates on which the credit documents have been created (Date Format). The value entered in this field must be earlier than the system date and the date specified in the “To” field. The system date is displayed by default on launch of the page.
Document Date To	The ending date in the range of dates on which the Credit documents have been created (Date Format). The value entered in this field must be earlier than the system date and later than the date mentioned in the “Due Date From” field.

Note:

If a date is entered in the "From" field and the "To" field is left blank, the system will retrieve all the documents starting from the date entered in the "From" field and ending with the last date in the database.
If a date is entered in the "To" field and the "From" field is left blank, the system will retrieve all the documents starting from the first date in the database and ending with the last date specified in the "To" field.

The system retrieves and displays the following in the “Supplier Document Information” multiline based on the search criteria entered:

Credit Doc. No.	The number identifying the credit documents based on which the pay batch is created. This value could be the invoice number, credit note number or the receipt credit note number.
Credit Document Currency	The code identifying the currency in which the credit document has been transacted which could be the invoice currency, the credit note currency or the receipt note currency.
Present Outstanding Amount	The amount that is due for payment.

Enter the following fields in the “Supplier Document Information” multiline:

Transaction Amount

The transaction amount of the document (Decimal). Mandatory. The value entered in this field must be less than the present outstanding amount. The system defaults the present outstanding amount in this field.

The system displays the following:

Due Date	The date on or before which the payment has to be made.
Proposed Discount	The discount amount that has been mentioned in the credit document based on the pay term. The value displayed in this field is the difference between the discount specified in the credit document and the discount that has already been availed.

Enter the following field in the “Supplier Document Information” multiline:

Applied Discount

The actual amount that has to be discounted from the amount to be paid if payment is made before the due date (Decimal). The value entered in this field must be less than the proposed discount amount. The system defaults the proposed discount amount.

If the pay date is greater than the discount date and discount availed earlier is equal to the credit document discount amount then the discount amount is zero.

The system displays the following in the “Supplier Document Information” multiline:

Proposed Penalty

The amount to be paid as a penalty that has been mentioned in the credit document based on the pay term. This amount is calculated as the product of the transaction amount and the penalty percentage per day.

Enter the following field in the “Supplier Document Information” multiline:

Applied Penalty

The actual amount that has to be paid as a penalty if payment is made later than the due date (Decimal). The value entered in this field must be less than the proposed penalty amount. The system defaults the proposed penalty amount.

Click the “Recompute Discount/Penalty” push button to recalculate the discount or the penalty amount.

The system calculates and displays the following:

Tran. Net Amount	The net transaction amount of the credit document. This amount must be greater than zero. This amount is calculated as the sum of the transaction amount and the discount amount or the difference between the transaction amount and the penalty amount.
Credit Doc Amount	The transaction amount of the credit document based on the latest generated pay schedule.
Supplier Code	The code identifying the supplier for whom the pay batch is created.
Supplier Name	The name of the supplier.
Supplier Document No.	The number identifying the document sent by the supplier for payment which could be an invoice, a credit note or a receipt credit note.
Supplier Doc. Date	The date on which the document is sent by the supplier for payment. It could be an invoice, a credit note or a receipt credit note.
Pay to Supplier Code	The code identifying the supplier to whom the payment is made.
Pay To Supplier Name	The name of the supplier to whom the payment is made.
Doc. Type	The type of document for which the pay batch is created. It could be “Item Invoice”, “Expense Invoice”, “Order Based Invoice”, “Delivery Charges Invoice”, “Item based Credit Note”, “Account Based Credit Note”, “Transfer Credit Note”, “Receipt” or “Prepayment Invoice”.
Credit Doc OU	The code identifying the OU, in which the credit document is posted.
Finance Book	The code identifying the finance book, in which the credit document is posted.

The system displays the following in the “Customer Document Information” multiline:

Debit Doc. Type	Indicates the type of the debit document. It could be “Direct Invoice”, “Debit Note”, “Miscellaneous Invoice”
Doc. No.	The number identifying the debit document.
Term No.	The number identifying the payment due.
Due Date	The date on which the payment is due.
Currency	The currency in which the payment is to be made.
Doc. Amount	The amount of the document.
Outstanding Amount	The outstanding amount after the adjustment of previous payments.

Enter the following fields in the “Customer Document Information” multiline:

Received Amount in Receipt Currency

The amount to be adjusted against the debit documents (Decimal). This amount must be entered for the selected debit documents.

The system displays the following:

Exchange Rate	The exchange rate of the currency in which the payment has been received and the one in which the debit document has been raised.
Doc. Date	The date on which the document was raised.
Billing Point	The OU in which the reference document is generated.
Finance Book	The finance book in which the debit documents have been created

Click the “Recompute Discount/Penalty ” pushbutton to compute the discount / penalty/ pay amount.

The system calculates and displays the following:

Total Pay Amount	The total amount to be paid to the supplier in transaction currency. This value is the sum total of all the transaction amounts in the multiline.
Total Pay Amount (Base)	The total amount to be paid to the supplier in base currency. This value is the product of the total transaction amount in transaction currency and the exchange rate.
Total Received Amount in Receipt Currency	The amount to be adjusted against the debit documents (Decimal). This amount must be entered for the selected debit documents.

Enter the following details in the “Payment Information” group box:

Pay Date	The date on which the pay batch has to be paid (Date Format). Mandatory. The system date is defaulted at the launch of the page.
Pay Currency	Use the drop-down list box to select the currency in which the payment has to be made. All the document currencies along with the base currency will be available for selection.
Exchange Rate	The exchange rate used to calculate the base currency amount in case the pay currency is not the base currency (Decimal). The system defaults the exchange rate of the pay currency entered.

Note: The exchange rate must not exceed the tolerance limit or the tolerance percentage (which ever is applicable) defined in the “Create Exchange Rate” activity of the “Exchange Rate” business component.

If the pay currency is the same as the base currency of the company then the exchange rate is “1”. The system displays “1” (one).

Electronic Payment	Use the drop-down list box to set whether the payment is to be made through electronic payment mode. You can select from “Yes” or “No” if pay mode applicability is Set in "Installation Parameter Setup" business component. .If the pay mode applicability is set to "Blank", then it can be only "No".
Payment Route	Use the drop-down list box to select the way in which the payment has to be made to the supplier. You can select from “Bank” or “Cash”. The system displays “Bank” by default on launch of the page.
Pay Mode	Use the drop-down list box to select the mode in which the payment is to be made to the supplier.
Pay Charges By	Use the drop-down list box to set whether the charges incurred while making a payment by demand draft or direct debit or pay order will be borne by the company or the payee. You can select from “By Payee” or “By Company” or left blank in case of "Direct Debit".

Note: By Payee – indicates that the charges incurred will be borne by the payee to whom the payment is being made. By company – indicates that the charges incurred will be borne by the company that makes the payment. The pay charges are applicable only when the pay mode has been selected as “Demand Draft”, “Pay Order” or “Direct Debit”.

Priority	Use the drop-down list box to set the precedence to be given for the payment. You can select from “High”, “Medium” or “Low”. The system displays the priority as “Medium” by default on launch of the page.
Bank/Cash Code	Use the drop-down list box to select the code identifying the bank, cash or PTT accounts. These codes must have been defined in the “Create Bank / Cash Details” activity of the “Bank Cash Definition” business component and must be in the “Active” status. The bank / cash / PTT codes created in the login organization unit will be available for selection in the alphabetical order.

The system displays the following in the “Payment Information” group box:

Desc.

The description of the bank/cash/PTT code.

Enter the following fields in the “Payment Information” group box:

Payment Release Point

Use the drop-down list box to select the organization unit from which the payment has to be released. The system lists all the organization units, which are mapped to the login organizational unit. The system displays the payment release point set as default in the “Set Function Defaults” activity of this business component on launch of the page.

Remarks

Any observations to be noted regarding this payment (Alphanumeric, 40).

Zoom facility available.

The system displays the following fields in the “Receipt Information” group box:

Currency

Receipt currency is same as Pay Currency.

Enter the following fields in the “Receipt Information” group box:

Exchange Rate

The number of units of the base currency with respect to the transaction currency if they are different (Decimal). Mandatory. The exchange rate must have been defined in the “Create Exchange Rate” activity of the “Exchange Rate” business component. The exchange rate must be greater than zero. If the receipt currency is the same as the base currency of the Receiving OU the system displays the value must be “1”. The system displays “1” (one) by default on launch of the page.

Note: If you want to modify the exchange rate, the value must be within the tolerance limit set for it in the “Exchange Rate” business component.

Adjustment	Use the drop-down list box to select the type of adjustment that is to be made with the payment received from the customer. You can select from “Automatic” or “Manual”.
Comments	Any observation to be recorded with respect to the payment received (Alphanumeric, 256).
Bank / Cash Code	Use the drop-down list box to select the code identifying the bank and cash accounts. These codes must have been defined in the “Create Bank / Cash Details” activity of the “Bank Cash Definition” business component and must be in the “Active” status. The bank / PTT/ cash codes created in the login organizational unit will be available for selection in the alphabetical order.

The system displays the following:

Description	The description of the bank / PTT /cash code.
Receipt Mode	Use the drop-down list box to select the mode in which the payment was received from the customer. Receipt mode would be same as pay mode except for direct debit.
Instrument No.	The number identifying the instrument (Alphanumeric, 30).

Note: This field can be given if the pay mode is direct debit and the receipt mode is check /demand draft / pay order

Click the “Save Details” pushbutton to create / modify the Batch.

The system updates the status of the Batch to Fresh / Draft.

Click the “Authorize” pushbutton to authorize the Batch.

The system updates the status of the Batch to Authorized.

The system generates a unique number identifying the Batch if you have opted for the automatic numbering type.

Click the “Delete Batch” pushbutton to delete the Batch

The system updates the status of the Batch to Deleted.

The system displays the following:

Created By	The login ID of the user who created the expense invoice
Created Date	The date on which the expense invoice was created.
Last Modified By	The login ID of the user who modified the expense invoice
Last Modified Date	The date on which the expense invoice was modified

To proceed, carry out the following

Select the “View Inter-Company Payments Batch” link at the bottom of the page to view the Batch
Select the “Attach Notes” link at the bottom of the page to add notes to the batch
Select the “Print Check” link at the bottom of the page to Print Check for the Payment Voucher
Select the “Direct Debit” link at the bottom of the page to make payment for the Payment Voucher
Select the “Pay Cash” link at the bottom of the page to make payment for the Payment Voucher