A/P-A/R accounting > Remittances > Manual remittance entry 

Use this function to manually group payments linked to the same transaction, bank, and company in a single remittance or bank file. You can also inquire and modify existing, automatically generated, or imported remittances.

The deposit slips go through several stages based on the payment transaction setup.

Note: A remittance is a document provided to a bank, in file or paper format, for a cash settlement such as a check payment, electronic file, credit transfers by EDI or bill of exchange issued on collection/discount.

If one or more payments linked to the same transaction are not approved, the Approval status is Partially approved. You can approve payments individually in the Payments grid or select Approve all. You cannot create a bank file if any payments requiring approval are not approved. In this case, you have the option to approve these transactions as needed or select Remove unapproved payments so you can create the bank file.

Remember, if you make a change to any approved payment, the status reverts to unapproved and the Approval status also reverts.

Remittance groups

To simplify the payment process and have fewer bank files, you can group remittances provided they have the same company, entry type, and bank account. The bank file definition linked to the entry type must have the Allow remittance grouping check box selected.

Click Group remittances to select eligible remittances. After you create the bank file, you can no longer modify the group.

SEEREFERTTO Refer to the documentation on Payment transactions for further information.

Click Tracking to display these steps in a log file.

The remittance can be run consecutively; the last step is mandatory:

  • Located in an electronic file to be sent to the bank
  • Placed in an intermediate account
  • Posted to the bank

    Prerequisites

    SEEREFERTTO Refer to documentation Implementation

    Screen management

    Header

    Fields

    The following fields are present on this tab :

    Block number 1

    • Slip no. (field FRMNUM)

    This field is the unique identifier for the deposit slip.

    When you create a new deposit slip, the number is assigned according to a sequence number counter that can be set up. By default, this sequence number counter is PY5.

     

    It is mandatory that this field is assigned upon creation of the deposit slip. The grouping site for the deposit slip is entered here. The slip is single-company, but it is possible to group the payments for several sites on a single slip.

    Enter the bank associated with the remittance. The payments included in the remittance must be assigned to this same bank.
    When a payment not assigned to a bank is selected, a warning message is used to force the bank of the payment on the bank of the remittance.
    The bank related to the remittance must also be specified. As a consequence, only the payments assigned to this bank or not assigned payments are suggested in the selection panel.

    • Remittance group no. (field FRMGRP)

    This field automatically displays the group number after creating a remittance group by clicking Group remittances.The numbering is based on the Sequence number assignmentPYG that is assigned to the remittance group document type.

    Enter the payment transaction associated with the deposit slip. It must be defined with the "Deposit slip" phase. The payments must be associated with this payment transaction.
    SEEINFO This field refers to the payment transaction being processed. It is mandatory that it is assigned because it defines the stages associated with the deposit slip.

    SEPA specifics: processing the due date at the deposit slips level
    Any deposit slip that is based on a payment entry transaction submitted via SEPA has one due date. The deposit slip due date is based on the first selected payment. All payments must have a unique due date.
    Any deposit slip based on a payment entry transaction submitted via SEPA only apply to EUR payments.

    Block number 2

    • Status (field STA2)

     

    • Approval status (field APPSTA)

    This field displays an overall approval status for all the transactions for the payment. If one or more payments require and have not been approved, the status is Partially approved and you cannot create the bank file.

    You can approve payments individually in the Payments grid or Approve all.

    If changes are made to an approved payment, its status and the overall status are no longer approved.

    • Discount type (field FRMTYP)

    Select the remittance type: Receipt, Discount, Receipt in value, or Discount in value.
    If the deposit slip is associated with a check transaction and the processing for the print code is CHR or CHE, this field defaults to Receipt.
    For all deposit slips, except checks, you can select the type of deposit (receipt or discount) defining the journal where the generated entries are saved.
    The remittance type specified in the header persists over any other type of deposits that were specified at the payment level.
    For a specific deposit type, a specific posting can be defined on an intermediate account.
    SEEREFERTTO Refer to the documentation on the Payment transactions for further details.

    • Check type (field CHQTYP)

    Select the check type for this deposit slip (On-site, Off-site etc.).
    This field is available it:

    • The bank associated with the deposit slip has the Off-site/On-site deposit field checked.
    • The payment transaction associated with the deposit slip defines the Check type field as being enterable.

    Close

     

    Tab Payments

    Presentation

    The header defines the general remittance characteristics, and the lines specify the payments it contains.

    Remittance header

    The deposit slip status specifies the values, as they are defined below, based on the posting phases:

    • Deposit slip entered: One (the bank deposit) or more stages (depending on the payment transaction setup) need to be carried out before the deposit slip is posted (posting and/or deposit phases on electronic file).
    • Remittance on file: The remittance has been stored on an electronic file or EDI.
    • Intermediate account: The deposit slip has been placed on an intermediate account.
    • Bank: The deposit slip is posted deposited in the bank.

    Remittance lines

    The lines are automatically entered upon selecting pending payments: in the Number column, the Selection function of the contextual menu suggests payments suspended for deposit.

    Other payments associated with the same payment transactions and bank account can then be selected.

    Special functions

    When issuing bank files (electronic or EDI), it is possible to enter an 'execution date' in the Tool Bar and Function menu. By, default the suggested date is the current date or - if it is a file re-issue - the execution date of the previous generation.

    Close

     

    Fields

    The following fields are present on this tab :

    Grid

    • WL (field WLISTA)

     

    • Approved (field PAYAPPFLG)
    This field displays the approval status for the transaction on the line.
    • Number (field NUM)

    The deposit slip number field is accessible in the deposit slip inquiry. It is used to select a deposit slip number.
    To create a new deposit slip, the number is generated automatically, it is therefore not necessary to enter a number in this field.
    The payments on the deposit slip must have the same transaction, bank and company as the latter, and the same check type, if it has been specified in the deposit slip header.

    This field displays payment details for the transaction on the line and cannot be modified here.

    • Company name (field PYHNAM)

     

    • Due date (field DUDDAT)

     

     

    • Amount (field AMTCUR)

     

    It is mandatory that this field is assigned upon creation of the deposit slip. The grouping site for the deposit slip is entered here. The slip is single-company, but it is possible to group the payments for several sites on a single slip.

    • Bank file (field TFBFIL)

    This field displays payment details for the transaction on the line and cannot be modified here.

    This field displays payment details for the transaction on the line and cannot be modified here.

    Company total

    • field TOTLOC

     

     

    Bank total

    • field TOTBAN

     

     

    Close

     

    Action icon

    Payment

    Use this option to access the payment on the line. You can approve the payment if required.

    Approve

    Use this option to approve the transaction on the line.


     

    Close

     

    Specific Buttons

    When the remittance is complete, click Create. A remittance number is assigned (in the corresponding sequence number).

    Use this action to post the remittance in bank. Based on the payment transaction setup, the system can provide a remittance on an intermediary account, or directly in bank.

    In this case, specify the accounting and value dates required for the operation. The deposit is only carried out if no error occurs, otherwise a log file explains these errors.

    The following fields are included on the window opened through this button :

    Block number 1

    Company/site codes on which the discount is entered.

     

    Bank code on which the discount is entered.

    Payment entry transaction used for the discount.

    • Format ETEBAC (field FILREF6)

    This field can be accessed for every discount created from a payment transaction that cannot be submitted to SEPA. By default, the file format parameterized for the payment entry transaction is displayed.
    Select the file type to generate:

    • if no file type is set up in the entry transaction (nor magnetic file nor EDI file),
    • if a magnetic file and an EDI file are set up.
    • Format EDI (field FILREF71)

     

    • SEPA format (field FILREF8)

    This field can be accessed for any discount created from a payment transaction that can be submitted to the SEPA. By default, the file format parameterized for the payment entry transaction is displayed.

    • DTA/EZAG file generation (field SWIDTAEZAG)

    Click this icon to generate EZAG/OPAE and DTA files. This field is available if the KSW – Swiss localization activity code is active.

    The file type is determined by the Swiss payment type setting in the payment entry type function (GESTPY).

    All other options are disabled for these file types.

    Block number 2

    • field TYPFIL

    Select an option to define where to generate the bank files:

    • Client: Download the generated bank files through the web browser to the client computer.
    • Server: Create the generated bank files in the server storage volume.
    • File (field VOLFIL)

    Type in or select the server storage volume in which to create the generated bank files. This field is only available if the Server radio button is selected.

    By default, the server storage volume set up in the REPBANKDEF - Default file path parameter (TRS chapter, DEF group) is suggested. If this parameter is not specified, the BQE volume is suggested by default.

    Close

    This action is available if the transmission of a remittance file is expected in the payment transaction. If the Approval status is not Approved, you cannot create the bank file. You need to remove or approve any payments that require approval.


    A file is generated with the bank as its destination. Based on the payment transaction setup, an electronic file or EDI file is sent. However, if no file is associated with the transaction, you need to select the desired format at the time of generation.

    If you created a remittance group, a single bank file is created with a single header, one detail for each remittance in the group and one footer. After you select this action, you can no longer modify the group.

    Note that with Sage Connect banking communication software, you need to deposit the bank file in the PatchToWatch directory of Sage Connect. An XML file is then generated in the File directory, which can then be sent to the bank.

    Specific for Switzerland (activity code KSW – Switzerland):
    Generating EZAG/OPAE and DTA files launches with the help of the DTA/EZAG file generation . All other options are disabled for these file types.

    Use this action to know the next step for each remittance.

    Menu Bar

    Zoom/Accounting Document

    Used to zoom in the accounting entry (or entries) generated at each step of the accounting validation that the remittance underwent.

    Zoom/Transaction

    Used to zoom in the payment transaction setup to which the remittance is associated.

    Function/Process date

    When issuing bank files (electronic or EDI), it is possible to enter an 'execution date' in the Tool Bar and Function menu. By, default the suggested date is the current date or - if it is a file re-issue - the execution date of the previous generation.

    Function / Whitelist check

    Click this option to check if the supplier's bank account is on the Whitelist. The status and verification date display in the WLcolumn in the Bank details grid in the supplier record (GESBPS) as follows:

    • OK (date) in green: This supplier is on the list for the current date.
    • OK (date) in yellow: This supplier was on the list when last checked on this date.
    • Not OK (date) in red: This supplier is not on the list since the last check.
    • Not checked yetin grey: This supplier has never been checked.
    • N/A: The No WL verification check box in the supplier record (GESBPS) is selected for this supplier.

    Function / Group remittances

    Click this function see a list of remittances eligible to be grouped. By default they are all selected. You can clear those that you do not want to include in the group. When you click OK, the group is created and automatically assigned a group number that displays in the Selection list and the Remittance group no. field.

    After you create the bank file, you can no longer modify the group.

    To be eligible to group, each remittance must have the same payment entry type, the same company, the same bank account and the Allow remittance group check box in the Bank file definition must be selected.

    Payments / Approve all

    Use this action to approve all unapproved transactions in the Payments grid. You cannot create the bank file until all payments are approved or those that are not approved are removed from the grid.

    Payments / Remove unapproved

    Use this action to remove unapproved payments from the Payments grid so that you can create the bank file.

    Error messages

    In addition to the generic error messages, the following messages can appear during the entry :

    Code already entered on line #

    This message is displayed when entering the payment number in the grid but the specified number already exists on another line.

    Payment transaction not set up for this function

    This message is displayed on entering a payment number in the grid, when the referenced payment is associated with a payment transaction that does not include the stage 'Deposit slip'.

    Type of check <> xxx

    This message is displayed in payment number entry in the table, when:

    • the remittance applies to checks (the 'Print code' field of the related payment transaction is set to 'CHR' or 'CHE'). 
    • the bank is set up with 'Outstation/Local (O/L) check remittance' to 'Yes',
    • the check referenced with a 'Check type' different from the one displayed on the previous lines.

    The check type defined by the previous lines is displayed in the slip header, in the payment transaction title.

    Company xxx

    This message is displayed in payment number entry in the grid, when the referenced payment belongs to a company different from the one specified in the slip header, defined in the previously entered lines.

    Site xxx

    This message is displayed in payment number entry in the grid, when the referenced payment belongs to a site that is not authorized for the function in progress.

    Payment xxx (Line #) - cancellation impossible (Site xxx)

    This message appears during an attempt to cancel a line in the table when the referenced payment belongs to a site that is not authorized for the function in progress.

    Do you want to assign bank XXX to this payment?

    This warning message appears upon entering a payment number in the grid when the referenced payment has no assigned bank and the deposit slip is associated with bank XXX.

    Bank xxx

    This message is displayed in payment number entry in the grid, when the referenced payment is assigned to a bank different from the one specified in the slip header, defined in the previously entered lines.

    Status: Entered / Status: Accepted

    These messages appear upon entry of the payment number in the table, when the reference payment has not been set to 'Accepted' though the stage 'Acceptance return' is set to 'yes' in the associated payment transaction, or when the status of this payment is not 'In cash management' though the associated payment transaction is set up with the 'Deposit in cash management' step to 'yes'.

    Status: On intermediate account / Status: In bank / Status: Unpaid

    These messages are displayed in payment number entry in the grid, or in remittance creation or saving, when the referenced payment has one of the statuses: 'On intermediate account', 'In bank' or 'Unpaid'.

    Payment on the remittance xxx

    This message is displayed when entering the payment number in the grid, when the referenced payment already belongs to a remittance that has not been posted. If this deposit is not being modified on another workstation this warning is not blocking ; the payment will be simply transferred to another deposit slip on saving the entry.

    Full grid

    This indicates that the deposit can no longer be modified because the number of payments associated with it exceed the number of lines in the table.

    No currency exchange rate Payment currency -> Company currency (payment date) / No currency exchange rate Payment currency -> Bank currency (payment date)

    These messages can be displayed during the entry of a payment number in the table or during the loading of a deposit on the screen. They are non-blocking. They indicate that the totals at the bottom of the screen in the company or bank currency are incomplete, where the conversion of the payment amount into company or bank currency on the payment type and the exchange rate type associated with the payment transaction has failed. All the payments must be associated with the same currency.

    All the payments must be associated with the same currency

    This message is displayed in entry or picking, when the two following conditions are met:

    • payments do not all have the same currency,
    • the Payment type is set up at the level of the 'Bank posting' with a Payment grouping with the value: 'Remittance/Paying bank'.

    Tables used

    SEEREFERTTO Refer to documentation Implementation