Create Payment Order  

Explanation

This activity is used to create a payment order from an acknowledged payment proposal. The payment order contains output data on file or other media, depending on the selected payment method and its related payment format. Payment advice per supplier can be printed depending on the setup in the supplier's side. It is also possible to send a payment advice directly to a AP supplier contact of the respective supplier when printing payment advice. The payment advice will be sent to supplier based on the output media connected to AP supplier contact. Email, Mail to Fax, XML and Printout are the output media supported for payment advice.

If payment method plans have been used and the payment order has been created, the payment proposal and the connected payment method plan will be removed.

Prerequisites

• The supplier payment proposal must have been acknowledged.
• The Generate Payment Advice check box should have been selected in the Payment Formats per Company window for the required payment format in order to print the payment advices.
  Note: In the Payment Formats per Company window, right click and click Payment Formats  if you want to select the Generate Payment Advice check box
• If you want to generate payment advices in batches based on output media and language select Payment Advice as a Single Print Job check box in the Payment Formats window.
• Open the Supplier window and select At Create Order or Depending on Format from the Payment Advice list if a payment advice ought to be printed with the supplier payment order. If you select At Create Order, the payment advice will be generated when creating supplier payment order without checking for any specific condition. If you select Depending on Format, conditions for the respective payment format should be satisfied in order to generate the payment advice when creating supplier payment order.
• Select the name of the AP supplier contact and output media type from the AP Supplier Contact group box in the Payment tab of the Supplier window if the payment advice need to be sent to a supplier directly based on the selected output media.

The following prerequisites should be met in order to send the payment advice using output media:

• IFS/Print Server and IFS/Connect has to be installed.
• Print Server Archiving has to be enabled.
• The PDF_REPORT_CREATED event must be defined and enabled.
• If the payment advice  should be sent as an Email, select E-mail from the Communication Method field in the Supplier/Comm Method tab and specify the receiver's e-mail address in the Value field for the respective supplier. The supplier's AP Supplier Contact should be entered using list of values in the Supplier/Payment tab. And also select E-mail as the output media type from the Supplier/Payment tab.
• If the payment advice  should be sent using Mail to Fax, select Fax Server from the Communication Method filed in the Company/Comm Method tab and specify the fax server in the Value field for the company.  In the Supplier/Comm method tab  fax should be selected as communication method and the receiver's fax number should be specified in the Value field for the respective supplier. The supplier's AP Supplier Contact should be entered using list of values in the Supplier/Payment tab. And in the Supplier/Payment tab select Mail to Fax as the output media type.
• If the payment advice  should be sent as an XML file, in the Supplier/Comm Method tab a communication method and a corresponding value for the communication method should be added. The supplier's AP Supplier Contact should be entered using list of values in the Supplier/Payment tab. And in the Supplier/Payment tab select XML as the output media type.

System Effects

As a result of this activity, a payment order is created. Creating a payment order results in payment advices generated in the Report Archive window as follows;

If the Payment Advice as a Single Print Job check box is selected in the Payment Formats window;

• The system will distribute the payment advice to each supplier/payee based on the value connected to the output media when the selected output media is Email or Mail to Fax.
• The system will generate a single xml file for all the suppliers/payees having the output media type XML.
• The system will generate a single PDF file for all the suppliers/payees having the output media type Printout.
• All the payment advices generated are grouped based on the output media and language of the supplier/payee and shown in the Report Archive window.

If the Payment Advice as a Single Print Job check box is not selected in the Payment Formats window;

• The system will distribute the payment advice to each supplier/payee based on the value connected to the output media when the selected output media is Email or Mail to Fax.
• The system will generate an XML file per supplier/payee for all the suppliers/payees having the output media XML.
• The system will generate a PDF file per supplier/payee for all the suppliers/payees having the output media Printout.
• All the payment advices generated per supplier/payee will be shown in the Report Archive window.

There are no payments created within the system until the invoices and payments on account are removed from the payment order using the Acknowledge Payment activity. Included invoices cannot be selected for payment when they are included in a payment order.

Restrictions

Unicode Restrictions - File Generation in Finance

Window

Payment Proposals

Related Window Descriptions

Payment Proposals
Create Payment Order

Procedure

1. Select the payment proposals to be included in the payment order.
2. Right-click and then click Create Payment Order. The Create Payment Order dialog box appears.
3. Error messages are issued for payees that do not have payment addresses. These must be corrected before the order can be created.
4. Select the payment method to be used to make payments for the proposal from the LOV.
5. Select Use Only Installments Specified with Default Payment Method check box if you want to make the payment only for the installments specified with a payment method defined as the default payment method for the supplier(s).
6. Select the payment institute to be used to make the payments for the proposal from the LOV.
7. Enter the currencies in which the payments are to be made.
8. The current date will be entered by default in the Payment Date field. Change this if necessary and click Ok. This will open the Cash Accounts dialog box.
9. Select the Run in Background check box if you want the creation of the automatic payment to be performed as a background job.
10. Change the cash account defined for any currency in the table if necessary.
11. For payments in foreign currency, a cash account in the accounting currency or the specific foreign currency can be selected. If the payment method has the Cash Account in Any Currency check box selected, a cash account for the payment institute can be selected.
12. Click OK to create the automatic supplier payment.