The Process screen is displayed when you click Display at Cash flow ➔ Payments ➔ Process or Payroll ➔ Payments ➔ Process.
Depending on the payment method defined in the payment term, a payment can be processed electronically or by printing and sending the payment document to a commercial bank. Payment that is processed electronically will generate electronic files, which are stored in the export directory specified for the bank account. After the file has been exported to the bank, a summary document is printed to show the file and the folder it is located. The number of transactions, total value, and cash instrument details are also included in this document.
Payment documents such as a cheque or letter of credit are printed according to the specified document layout. Although you have processed the payment in Exact Globe Next, the bank will only process it when the payment is received by the bank.
If Use bank/cash journal is selected at Payments: Other in Bank settings, transactions with Payment method: Others will be journalized in the Bank journal linked to the bank account shown in the Own account column. To define columns, right click the column header and click Define columns. For more information, see Inserting and deleting columns.
Select this check box to display prepayment transactions. Prepayment transactions are advanced payment created at Cash flow ➔ Payments ➔ Prepayments & Transfers. For more information, see Creating prepayment.
Select this check box to display the payment that needs to be authorized. You can also authorize payment at Cash flow ➔ Payments ➔ Authorize. For more information, see Authorizing payment.
Select this check box to display the payment that has been authorized. For authorized payment, the Authorized box in the process flow will have a green check mark to indicate that the payment has been authorized. By default, this check box is selected.
Select this check box to display all the payments in transit. For payments in transit, the Processed box in the process flow will have a green check mark to indicate that the payment has been processed.
Select this check box to display matched payments. For matched payments, the Paid/Received box in the process flow will have a green check mark to indicate that the payment has been paid or received.
Click this to display the Transaction box.
Select the required method to group the payment. You can choose to group by Details, Payment reference, Debtor, Creditor, or PO/SO. By default, Details is selected.
Select the type of payment transactions you want displayed. You can choose from payment transactions that relate to Purchase invoice, Purchase credit note, Sales credit note, Other, Payroll, POS Sales invoice, or All. By default, All is selected.
This displays the date the transaction was entered.
Click this to authorize the payment. Once you click Authorize, the payment line will be removed from the To be authorized view and displayed in the Already Authorized view. A green check mark and the date will be displayed.
Click this to process the payment. Once you click Processed, the payment line will be removed from the Authorized view and displayed in the Payments in transit view. A green check mark and the date will be displayed.
This displays payments that have been paid or received. The box will change between Paid and Received depending on the transaction type. For example, if the transaction type is based on purchase invoice, the box will display the Paid status and if the transaction type is based on cash receipt, the box will display the Received status.
Note: The four boxes display the status of the selected payments. All boxes will only be displayed if Details is selected at Group by. On the right, the Prepayment, To be authorized, Already authorized, Payments in transit, and Matched amounts will be displayed based on the check boxes selected if Details is selected at Group by. If any other option beside Details is selected, the To be received, To be paid, and Balance amounts based on the selected check boxes will be displayed.
Click this to view the summary report of the payment transactions.
Click this to view the debtor or creditor card. For more information, see Viewing debtor card or Viewing creditor card.
Click this to add five days to the payment date.
Click this to add 10 days to the payment date.
Click this to edit the debtor or creditor information. For more information, see Maintaining accounts receivable or Maintaining accounts payable.
Click this to export the data to Microsoft Excel.
Click this to block the payment transactions from further actions.
Click Simple to hide the advanced criteria. Click Advanced to display advanced criteria.
Click this to display the search results according to the defined criteria.
Click this to add a new note or to view existing notes for the selected account. Type a note, click Timestamp (optional), Save and then Close to exit.
Click this to display further details of the payment transaction. Depending on the status of the selected payment in transit, you can edit some of the information displayed. For more information, see Creating and maintaining payment conditions for sales orders, service orders, and sales quotations or Creating and maintaining payment terms for purchase orders.
Click this to view the complete transaction of the selected line based on the internal reference.
Click this to view the complete transaction of the selected line based on the customer reference.
Click this to view the purchase order of the selected payment transaction. For more information, see Overview of purchase orders.
Click this to generate the process report. Once this button is clicked, a pop-up screen is displayed where you can select a layout to be used. Thereafter, the VAT screen will be displayed where you can type relevant VAT information to be printed. The VAT screen is only displayed if the unmatched payment is allocated to the respective creditor.
Note: When you process a payment, the earned discounts are not selected by default if the discount is overdue. However, if the discount that needs to be given is today or in the future, the system will automatically select the earned discount for you to process. This will minimize errors when processing payment.
Click this to match the invoices with the cash flow entries. For more information, see Matching payments or receipts to invoices.
Click this to assign Own account, Payment date, Payment method, or To Cash instrument to the payment transaction.
Click this to group the selected invoices manually or automatically based on Payment reference, Payment date, Own account, Payment method, or To Cash instrument.
Note: This is not necessary for a single debtor or creditor.
Click Select all to select all payment transactions. This button then changes to Deselect all. Click Deselect all to clear all selected payment transactions.
Click this to exit.