Setting Up the Accounts Payable System for Automatic Payment Processing
Enter 1 to create payee control records regardless of whether a Supplier Master (F0401) record exists Leave this processing option blank to limit the payee control records to
3.3 Setting Up Payment Instruments and Print Programs
This section provide an overview of the assignment of print programs to payment instruments, lists prerequisites, and discusses how to assign print programs to payment instruments.
3.3.1 Understanding the Assignment of Print Programs to Payment Instruments
Payment instruments can be checks, tapes, drafts, BACS, and so on. The system provides several payment instruments in the Payment Instrument (00/PY) UDC table. You can use the existing instruments, or you can add your own. If you conduct business with other countries, you should verify that all of the payment instruments that are country-specific have been set up. You control the format of each payment instrument by choosing programs and versions of the programs that produce each component of a payment. These components include:■ Payment
This is the printed copy or tape table for the payment.
■ Payment register
This is the printed list of payments.
■ Attachment
This is a printed report that contains the detail information that does not fit on a payment stub.
■ Debit statement
This is a printed list of debit balances that indicates that you have overpaid a supplier. It shows net amounts that are either a credit or that zero out a voucher. By assigning a program to the debit statement component, you can print a separate debit statement form with a payment.
The Payment Instrument Defaults program (P0417) includes all of the default
programs that are associated with each component. The system stores default program information in the A/P Payments - Default Print and Update (F0417) table.
Assign a program number to each component of a payment instrument. For example, you might assign program P04573 (for print standard attachments) to the attachments component of a payment instrument. The system accesses this program and produces the appropriate type of attachment.
Note: This process does not close the vouchers. You should use the Manual Payment With Voucher Match program to close vouchers with zero or negative payments. The system allows you to close vouchers with negative payments only when you set the value as 1 in theAllow Negative Payments processing option of the Manual Payment With Voucher Match program.
Setting Up Payment Instruments and Print Programs
You are not limited to using the preassigned programs for each payment instrument. For example, if the default method of payment for your company is to print a check that is in a French format, you can change the payment print program for the blank payment instrument from the Print Payments - Standard (P04572) program to the Print Automatic Payment - Check - France (P04572F2) program.
You are able to narrow your selections for each component even further by selecting a version of each program that will write the components. The advantage of this is that you can use different processing options or data selection in the versions, based on your needs.
You can limit the use of a payment instrument by assigning it a specific bank account. For example, you can set up two types of payment instruments for drafts with each type drawn on a different bank account.
When you print payments, the system uses the payment instrument that is assigned to the voucher. Typically, you set up the most commonly used payment instrument as the default value, so you do not have to define a payment instrument for each supplier. The system uses the payment instrument that is assigned to the supplier, unless you override it when you enter a voucher.
3.3.2 Prerequisites
Before you complete the tasks in this section:
■ Set up additional payment instrument codes in the Payment Instrument (00/PY)
UDC, if necessary.
■ Set up additional print programs in Produce Bank File (04/PP) UDC, if necessary. ■ Assign payment instruments to suppliers.
3.3.3 Forms Used to Set Up Payment Instruments and Print Programs
3.3.4 Assigning Print Programs to Payment Instruments
Access the Set Up Payment Instrument Defaults form.Form Name FormID Navigation Usage
Work With Payment Instrument Defaults
W0417A Automatic Payment Setup (G04411), Payment Instrument Defaults
Review existing payment instruments and their default programs.
Set Up Payment Instrument Defaults
W0417B Click Select or Add on the Work With Payment Instrument Defaults form.
Assign print programs to existing payment instruments. Assign print programs to new payment instruments.
Setting Up a Print Sequence for Payments
Figure 3–1 Set Up Payment Instrument Defaults form
Payments
Enter the program to use to print AP payments. The value that you enter must exist in the Produce Bank File (04/PP) UDC table.
Payment Register
Enter the program to use to print the AP payment register. The value that you enter must exist in the Produce Bank File (04/PP) UDC table.
Attachments
Enter the program to use to print attachments in AP payment processing. The value that you enter must exist in the Attachments Program - Payments (04/PA) UDC table.
Debit Statements
Enter the program to use to print debit statements in AP payment processing. The value that you enter must exist in the Debit Statement Pgm - Payments (04/PD) UDC table.