Cash flow ➔ Miscellaneous ➔ Instrument status
It is possible to generate an overview of all post dated cheques in your administration that have been used to make payments to your creditors. This enables you to quickly see the outgoing cash flow through the payment instrument and makes it easier to decide what to do with payments that have been made.
You can filter the payment instrument status that you want to display. To search for the payment instrument status, you need to define one or more of the following criteria and click Refresh. The payment instrument statuses that match the search criteria you have entered are then displayed.
Note: The descriptions in the following are based on having the Advanced: Instrument handling check box selected. You can find this check box at System ➔ General ➔ Settings ➔ Bank settings under the General section. Additionally, in this document, Post dated cheque is selected at Type and Cash out is selected at Show under the Range section.
Select a payment instrument to view the status. You can choose from Post dated cheque, Cheque, or Letter of Credit. In this document, Post dated cheque is selected.
Note: The available criteria will change depending on your selection.
Type or select a payment date range to display the payment instrument status that falls within the range. Select the All check box for all payment dates.
Type or select a due date range to display the payments that fall within the selected range. Select the All check box for all due dates.
Select Cash in or Cash out to be displayed in the payment instrument status.
Type or select a creditor account number to view the related instrument status. For more information, see Selecting accounts.
Select one that applies to the payment instrument status you wish to view.
Click Advanced to display the advanced criteria. Click Simple to hide the advanced criteria.
Select the required option to group the instrument status by Cash instrument, General ledger, Account, Payment reference, Instrument no., or Details. The available options will change depending on your selection.
Select this check box to exclude settled post dated cheques.
Note: This is available only if PDC issued is selected.
Under this section, you will see different criteria depending on the selection you make at Show. The following descriptions describe the criteria if Cash out is selected.
Type or select an instrument number range. Select the All check box for all instrument numbers.
Type an amount range. Select the All check box for all amounts.
Type or select a cash instrument number to view the status. For more information, see Selecting cash instruments.
Type a payment reference number (of the payment made from the selected cash instrument).
Type or select a statement/invoice date range. Select the All check box for all dates.
Note: You will see Statement date if Prepayment, Authorized, PDC issued, or Rejected is selected under the Range section. You will see Invoice date if Invoices, Printed or All is selected instead.
Under this section, you will see details of the instrument status, payment reference, instrument number, transaction type, and others.
You may not see all the buttons in one screen. The buttons change according to your selection at Type, Group by and if you have selected Prepayment, Invoices, Authorized, Printed, PDC issued, Rejected, or All.
Click this to display the creditor card. For more information, see Viewing creditor cards.
Click this to add 5 days to the payment date.
Click this to add 10 days to the payment date.
Click this to go to the creditor maintenance screen. For more information, see Creating accounts payable.
Click this to export the data to Microsoft Excel.
Click this to block the transaction from further actions.
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 the summary report of the payment instrument statuses.
Click this to display further details of the payment instrument status.
Click this to display the completed transaction based on the internal reference number.
Click this to display the completed transaction based on the customer reference number.
Click this to authorize the cheque payment. The invoice will then be removed from Prepayment or Invoices, and will be displayed under Authorized.
Click this to reverse the authorized record back to the invoice state. A message “Already authorized” will be displayed. Click Continue to proceed or Cancel to cancel the function. The invoice will then be removed from Authorized and will be displayed under Prepayment or Invoices.
Click this to process the payment. For more information, see Processing post dated cheques. Once the payment is processed, the invoice will be removed from the results at Authorized or Printed, and displayed at PDC issued.
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, Instrument number, and To Cash instrument to a creditor.
Click this to group invoices manually or automatically based on Payment reference, Payment date, Own account, Payment method, Instrument number, or To Cash instrument.
Note: This is not necessary for a single creditor.
Click this to print the invoice. The invoice will then be removed from the results at Authorized and will be displayed at Printed.
Note: 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.
Click this to reverse the entry. Once this button is clicked, the Replace Date screen will be displayed. Type or select the replace date and click OK. The invoice will then be removed from the results at PDC issued and will be displayed at Invoices or Prepayment.
Click this to accept the post dated cheque. For more information, see Accepting post dated cheques.
Click this to settle the post dated cheque. Post dated cheques that have been settled will have the "Settled" status when viewed at All.
Click this after selecting a particular invoice (once you have accepted a post dated cheque payment for the invoice). The invoice will then be displayed in the results at Rejected. For more information, see Rejecting post dated cheques.
Click this to display the details of the selected post dated cheque.
Click this to return to the previous screen. This button is available only after Zoom is clicked.
Click this to exit.