Refer to documentation Implementation
The entry of a payment is made in one to four tabs according to the entry detail level set up at payment transaction level.
Some information to be entered varies according to the transaction. The common fields to be entered are defined below.
It is important to note that it is only possible to enter one payment at a time:
Fields
The following fields are present on this tab :
| The payment number is the unique identifier for a payment. Upon creating a new payment, this number is automatically attributed thanks to the counter defined for payment transactions; this counter can be different for the revenue and the profit. By default, this counter is PY1. |
| The payment status is generated automatically. It will take different values (defined in local menu 689), based on the level of progress of its processing. Example: For a payment by check.
This ensures that the user can see the level of progress of the payment processing. For information, the various stages reached in the payment processing are the following:
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| Specify the entry batch the payment is linked to:
Entry batches can be viewed in payment entry in the Entry batch section. Selecting a batch payment automatically updates the Payment section where you can view the selected payment. You can define a range of entry batches in the functions related to payments: notes payable/receivable posting, bank posting, remittance generation, etc. |
| Specify the title of the entry batch. |
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| This field displays the payment approval status. If a payment has been approved and you make any changes, the status reverts to not approved. |
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Presentation
The BP account balance is calculated based on the Journal entry (GESGAS). The amount is calculated and displays when the following fields in the General section have been entered or modified: Site, BP, Account, Accounting date, and Currency.
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Fields
The following fields are present on this tab :
Block number 1
| Specify the site to which the payment should be made or from which it should be issued. It is initialized by the site associated with the user code. it can be modified provided it is chosen from the list of authorized sites. When the payment is posted, entry of the cash account will be made on the site specified here. |
| The choice for payment posting is made:
Specify the BP issuing or receiving the payment. When the payment should be posted to a general account (rent, electricity, etc.), this field should be left blank and the general account subsequently entered. |
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| Specify the control account associated with the payment BP. By default, the submitted control account is:
The initialization of the code for the Control field depends on whether or not the BP/Company tab is present in the BP record (GESBPR). |
| This field can only be entered if no BP or control account has been previously entered. It is used to specify the general account (rent, electricity, etc.) to post the payment to. |
| The mandatory field Address code is used to specify a payment address code.
This address will be used to initialize field Bank ID number when it is present in a transaction. In the specific case of SDD, after selecting the Mandate reference, the address code associated with the selected mandate is displayed but cannot be modified. |
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Block number 2
Block number 3
Block number 5
| Field updated in real time based on the open item selection. |
| When the header field "BP amount" is entered, this field is used to identify the progressive amount remaining to be posted to the invoices in real time. |
| Amount passed to the bank account. The latter is determined on payment creation. |
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Presentation
The information in this section is merged with the information in the General section. If the amount of information requested for the transaction being restricted, you can enter all needed information on a single page.
The BP account balance is calculated based on the Journal entry (GESGAS). The amount is calculated and displays when the following fields in the General section have been entered or modified: Site, BP, Account, Accounting date, and Currency.
If you modify one of these fields, the BP account balance is recalculated. Also, any changes to the BP journal account recalculates the amount in this field.
Note: The BP account balance displays before the payment is created.
Fields
The following fields are present on this tab :
Block number 1
| This field is automatically displayed after entry of the operation site. It corresponds to the company containing the site. |
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| The payment method corresponds to the method used to carry out the payment (check, credit card, exchange of goods, etc. The payment methods are defined in miscellaneous table no. 3). |
| Specify if the payment is a revenue or an expense. It only appears if the sign is not indicated at payment transaction level. |
| It is possible to enter an internal reference for the discount applied to the payment. |
| An internal reference can be entered for the payment document. |
| A payment reason code is used when generating bank files in SEPA Credit Transfer and SEPA Direct Debit formats. |
| It is possible to enter a formula : This information is used by default as the titles of the payment lines and postponement lines (if the "line description" field has been selected at the time of setup of the payment transaction). It is also used upon setup of the bank files. |
| The entry transaction used will determine if cash operations apply to bank or cash funds. The entry transaction also defines if it is mandatory or optional.
Each bank or cash fund is linked to a general ledger account (see the Bank accounts documentation). The cash account to be posted is determined with respect to this field: each bank includes a set of journals (bank, notes payable/receivable, intermediary posting, etc.), which is used to locate the cash account to be used according to the posting phase. Each cash fund includes a journal and an account used to generate the associated entry. |
| Specify the payment currency. By default, it is the business partner currency. A few cases to be highlighted:
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| Specify the payment amount. This amount is expressed in the payment currency. The currency in which the amount is expressed is displayed beside the field. |
| This field contains the effective amount of the payment expressed in the bank currency. This field is used to express a counter-value when the payment currency is different from the bank currency. If the counter-value entered is different from the counter-value found by the software, a warning message requests the confirmation of the entry and displays the counter-value found (based on the exchange rate type in force on the accounting date). |
| This field defaults to the currency rate listed in the Currency rates table. If the Main ledger currency rate field is selected in Payment entry types, you can enter a currency different from the one in the rate table and this value is used as the final rate when the payment is posted. |
| Specify the check type (On-site, Off-site, Foreign, Euro) corresponding to the payment. This field is used as grouping criterion for the payments upon generation of the deposit slips for:
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| The check number is used to provide payment traceability. It is taken as a reference in the journal entry generated by the payment processing (defined at payment journal setup level). |
| Specify the paying organization for the received checks. The information (check number and paying organization) is used during the printing of the checks. |
| Specify the due date of the payment. This is the date from which the amount is due. If payment transaction is managed by "open item due date":
In the specific case of SDD (SEPA Direct Debit):
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| Specify the remittance type (collection, discount) corresponding to the payment.
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| This is the payment creation date. By default, it is the current date. |
| Specify the reference of the drawee, that is, the debtor. This piece of information is useful to elaborate the LOC deposit files and to select a payment in the manual reconciliation function. |
| The bank date resembles a management by value date but on the financial organization side. Legal date for all print-outs linked to a Bank. In certain countries the "accounting date" is different from the "bank date" that itself can be different from the "value date". |
| Specify the value date of the payment. This is the date from which the payment amount deposited to the bank will be actually available from this bank, without additional costs. The value date is initialized by default to the due date. |
| This field is linked to miscellaneous table 313. |
| Specify the creation date of the payment. By default, this is the current date. This piece of information is recalled in the file transmitted to the bank. |
| This field appears when the option "Bank card no." has been chosen when setting up the payment transactions. Specify the information relating to the payment by credit card:
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| The economic reason code is used by the Banque de France when determining the Balance of payments.
The entry of this code and its mandatory entry are determined at the level of the payment entry transaction parameter. |
| Indicate if the payment is linked to a purchase of goods and services or to fixed assets. The possible values of this field are defined in local menu 646. In this case, the VAT accounts with movements created on payment posting can vary. Using the payment transaction and automatic journals, you can also define various posting structures for the notes payable/receivable posting depending on the purchase type. |
| Specify the bank details of the BP or of the general account in the payment header:
Specific case for SDD: After selecting the Mandate reference, the country code associated with the bank account of the pay-by BP for the selected mandate is displayed but cannot be modified. Paying Banks of the beneficiary (3 & 4) - Accessible by Actions icon These fields are used to manage the intermediary banks within the framework of commercial exchanges with non-western countries. They are accessible from the Bank account no. field. Intermediary Paying Banks (1, 2, 3 & 4) - Accessible by Actions icon These fields are used to manage the intermediary banks within the framework of commercial exchanges with non-western countries. They are accessible from the Bank account no. field. |
| This field is related to the activity code KSW – Switzerland. |
| This field is related to the activity code KSW – Switzerland. |
| This field is related to the activity code KSW – Switzerland. |
| This field is related to the activity code KSW – Switzerland. |
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Block number 3
Block number 2
Block number 4
Presentation
The information in this section is merged with information in the General section. If the amount of information requested for the transaction is restricted, you can enter all needed information on a single page.
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Fields
The following fields are present on this tab :
| Specify the payment attribute of the payment line. This piece of information specifies how the payment line will be subsequently posted (account structures to use). The payment attribute defined at the time of the payment transaction setup is the one displayed by default. Example: a payment attribute of Cash receipt type impacts a bank account and a BP account. | ||||||
| Specify the open item to be allocated to the payment line by specifying its type and journal number. This information can be entered only if the payment attribute entered is "chargeable" ("matchable").
The document type given by default comes from the payment attribute. The document number corresponds either to the invoice number of to an open item on the invoice (case of a multi open item invoice). It can also be an order journal type (see general parameters BPSORDTYP - Supplier order doc type and BPCORDTYP - Customer order doc type) and in that case it will be necessary to enter the order number. No matching is triggered when a payment is reconciled to an order. In the specific case of SDD: the open items to be allocated must have the same mandate reference as the one selected in the header. | ||||||
| Specify the open item to be allocated to the payment line by specifying its type and journal number. This information can be entered only if the payment attribute entered is "chargeable" ("matchable").
The document type given by default comes from the payment attribute. The document number corresponds either to the invoice number of to an open item on the invoice (case of a multi open item invoice). It can also be an order journal type (see general parameters BPSORDTYP - Supplier order doc type and BPCORDTYP - Customer order doc type) and in that case it will be necessary to enter the order number. No matching is triggered when a payment is reconciled to an order. In the specific case of SDD: the open items to be allocated must have the same mandate reference as the one selected in the header. | ||||||
| Specify the site of the payment line. The site must belong to the payment company. The site proposed by default is the site of the allocated open item or the payment header site. It is possible to modify the site on the line and also to carry out the inter-site operations for the same legal company. The link postings are automatically generated for the link accounts previously set up. No specific automatic journal is necessary. | ||||||
| Specify the currency in which the paid amount corresponding to the payment line will be entered.
In the specific case of SEPA, only the EURO is authorized and field Currency cannot be modified. | ||||||
| This field concerns the Italian legislation: KIT activity code and ITARTZ - Italian deduction at source parameter (chapter LOC, group ITA). This column is never entered and according to the Retention code setup, it can be empty. It indicates in negative and in retained currency the amount retained on the payment posted to the Cash/Status account(s) for the invoice indicated in the line. The BP amount is deducted from the retention calculated and the amount entered.
Payment entry:
Payment document:
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| Specify the paid amount corresponding to the payment line, expressed in the invoice currency. | ||||||
| Specify the paid amount corresponding to the payment line, expressed in the payment currency. Only payment attributes of the Bank <=> BP type can affect the Amount posted column, expressed in payment currency.
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| Specify the tax code to be used to post the payment line. The tax code defines the rate, the rules and the terms for the tax deduction applicable to the operation.
The tax code proposed by default is that of the open item allocated to the payment line, or that of the account determined as specified above. | ||||||
| Specify the title of the payment line. This title is initialized with the payment header description, if it has been entered. | ||||||
| During the setting up of an analytical nature, non-financial unit entry is confirmed or not. As required, a unit is allocated to it, by specifying its default value (in reporting currency). It is this unit that will appear during document entry. The quantity is automatically calculated by dividing the Ex-tax amount (converted into reporting currency) by the non-financial unit value. The quantity can be modified. | ||||||
| During the setting up of an analytical account, non-financial unit entry is confirmed or not. As required, a unit is allocated to it, by specifying its default value (in reporting currency). It is this unit that will appear during document entry. The quantity is automatically calculated by dividing the Ex-tax amount (converted into reporting currency) by the non-financial unit value. The quantity can be modified. | ||||||
| - If the accounting amount has been allocated over several analytical dimensions, specify the analytical allocation to post the payment line to. The methods of allocation must be compatible with the accounting date of the payment, the site and the analytical nature of the payment line. These methods are defined as follows:
Example: on a basis of 100, a coefficient of 10 will be read as 10%. But, on a basis of 50, a coefficient of 10 will be equivalent to 20%. For these two later cases, it is possible to pre-initialize the allocation with an already existing key. The final display will be " $ ". - If the accounting amount has not been allocated over several analytical dimensions, the "allocation" field does not need to be assigned. The entry is achieved directly in the following columns, in the dimension concerned, for each of the dimension types. The initialization of the dimensions is carried out by means of the default dimension codes and more particularly the default dimension code PAYMENTD. | ||||||
Specify the dimensions to which the payment line should be posted. Depending on the setups of chapter CPT and the analytical nature of the payment line, entry of this field can be mandatory, optional or prohibited. The entered dimension mut be compatible with the site and the analytical nature of the payment line, and the payment date.
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Action icon
Select this option to zoom in to the customer, supplier, or BP account inquiry for the payment control account entered.
When an open item is allocated on a line, select this option to view the original invoice or order.
Select this option to view the scheduled invoice for the statements.
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Presentation
This section displays batch payments at the payment transaction level. Each payment creates a line within an entry batch. The grid summarizes the payments in the batch.
The fields relating to the balance control are displayed if the control is active for the payment entry transaction used. This control is active if, for an entry batch, the balance control of the bank is set to Yes. If it is set to No, all fields display 0.
For a new entry batch, after entering a bank with balance control, you must enter the starting balance and ending balance for the bank statement.
An entry batch with balance control can only refer to a single bank account. All values are expressed in the bank currency.
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Fields
The following fields are present on this tab :
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Block number 2
Block number 3
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Block number 4
| This field is displayed only if the "Balance control" is activated in the entry transaction. It is entered only if the balance control of the bank is set to "Yes". In this case, the start and end balances can be modified using the button |
| This field is displayed only if the "Balance control" is activated in the entry transaction. It is entered only if the balance control of the bank is set to "Yes". |
| This button is displayed only if the "Balance control" is activated in the entry transaction. It can be accessed only if the balance control of the bank is set to "Yes". |
| This field is displayed only if the "Balance control" is activated in the entry transaction. It is entered only if the balance control of the bank is set to "Yes". In this case, the start and end balances can be modified using the button |
| This field is displayed only if the "Balance control" is activated in the entry transaction. It is entered only if the balance control of the bank is set to "Yes". |
This field is displayed only if the "Balance control" is activated in the entry transaction. It is entered only if the balance control of the bank is set to "Yes". |
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Action icon
By default, the following reports are associated with this function :
LISREG : Payment listing
This can be changed using a different setup.
For:
Automatic creation of a negative capitalized expense when the following conditions are met:
When the payment entry transaction process includes several steps, the expense generated for the discount takes placeduring the first step of the payment posting.
The reference of the generated expense is mentioned in the corresponding log after saving the payment.
At the expense level, the payment reference is displayed in the Invoice field and the invoice type takes the value Early discount/Late charge.
If the payment related to a discount is canceled:
Select this action to post the payment. It is only active if all the data entered for the payment is complete. |
This action displays the stages processed with the corresponding document number and the stages to follow depending on the entry transaction. |
This option is related to the Argentinian legislation. |
This zoom is available after the payment has been validated and shows all the journal entries posted for the payment.
Select this to view transaction settings.
Select this action to reverse a payment. All the entries associated with it are then reversed. The payment moves back to the Entered status.
This option gives access, via a tunnel, to the Journal traceability inquiry function that makes it possible to view and browse the hierarchy of the entries originating the document or coming from it.
This option is only available when the KPO activity code - Portuguese localization is activated.
To enable the entry, the PORTVAT - Portuguese VAT parameter (LOC chapter, POR group) must be set to Yes.
It is useful when the payment is associated to invoices created for a customer subject to the article 23 of the law 71/2013 on VAT rule and applies to the financial information level of the Customer record. In that case, it can be used to display information relating to the payment stored in a dedicated table.
This option is used to consult the full payment address.
Presentation
Click this action to:
If the price list is defined with respect to the country code and/or the geographical subdivision code and that the information is modified, a dialog box opens suggesting a recalculation of the discounts and prices. Answer Yes to trigger a price list search and a new assignment of prices and discounts.
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Fields
The following fields are present on this tab :
Block number 1
| This field indicates the document number. |
| This field displays the amount remaining to be authorized for the document. |
| This field is used to display the customer that will be used upon adding or saving payment cards. |
| This field is used to display the company linked to the processing code. |
Account information
| This check box is automatically selected if a saved payment card does not exist on the customer record. If the customer record is assigned a default card, this check box is cleared and the primary card information for the account nickname displays. If a saved payment card exists on the customer record, but a default card does not exist, this check box is cleared and the account nickname must be entered or selected. If the customer's BPC type is miscellaneous, this check box is automatically selected. Select the One time use card check box to add a payment type to use once for this order or shipment. The data for payment and billing information is not stored and you do not need an Account nickname. |
| Enter a unique account nickname to identify this payment card. You can select an existing payment card for this customer or you can create a new payment account by entering a new account nickname.
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| Enter a processing code defined by the user. This code identifies the link to the company and account defined in the Payment gateway setup.
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| This field is used to display the payment type used. The valid values are: Visa, MC, AMEX, and Other. |
| This field displays the last four numbers of the payment card. |
| This field displays the expiration date of the payment card. |
Authorization
| Select this check box to enter transaction information for Sage Exchange transactions that are processed manually outside of Sage X3. This field is available only if the parameter MANAUTH is set to Yes at the user level. |
| This field displays the authorized amount of the payment card. |
| This field displays the authorization code for the transaction. |
| This field displays the authorization date of the payment card. |
| This field displays the status of the transaction by payment card. |
Billing information
| Enter the cardholder name. If a saved payment card is selected, the cardholder name displays and cannot be changed. If the One time use card checkbox is selected, the cardholder's name must be entered and the information is saved to the payment card transaction. |
| Check this box to display the default billing address of the customer.
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| Enter the country of the invoicing address of the cardholder. If the Billing address check box is selected, the country from the customer's bill-to address is displayed and cannot be modified. If the Billing address check box is cleared, the country from the customer's bill-to address can be modified. |
| Enter the billing address of the cardholder.
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| Enter the invoicing status of the cardholder.
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| Enter the postal code. If the Billing address check box is selected, the postal code from the customer bill-to address appears and cannot be modified. If the Billing address check box is cleared, the postal code from the customer bill-to address can be modified. |
| Enter the customer’s city. If the Billing address check box is selected, the city from the customer's bill-to address is displayed and cannot be modified. If the Billing address check box is cleared, the city from the customer's bill-to address can be modified. |
| This field displays the customer’s email address for this transaction. |
Payment
| This field displays the payment amount to be applied to the payment card during the invoice allocation. |
| This field is used to display the payment date used during the transaction. |
| Payment number associated with the transaction. |
Grid History
| This field displays the document number, processed for the selected payment card. |
| This field displays the sequence number counter of the document, processed or the selected payment card. |
| This field displays the transaction type of the document, processed for the selected payment card. |
| This field displays the document invoiced amount processed on the selected payment card. |
| This field displays the originally authorized document amount and, if it was rejected, the amount used in the authorization request. |
| This field displays the processing date of the transaction for the selected payment card. |
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When the company manages tax discounts for the invoicing elements (the DEPMGTMOD - Discount management mode parameter (TC chapter, INV group) is set to Rebate on VAT), then the early discount/late charge amounts in payment entry or proposal includes taxes. The calculation does not take into account the VAT already deducted from the early discount/late charge when invoicing.
After cancelling a payment, the open items for a payment and associated open items:
This is because the accounting cancellation of a payment does not always take into account the matching information if:
Creating payments for an inactive BP is prohibited in Manual entry of payments.
To avoid completely blocking the recording of a payment received from, or directed to, a recently inactive BP, the payment of the open items for this BP remains possible in the automatic Payment proposals function.
While creating a payment by selecting an open item date, the Currency field is loaded with the currency of the first selected open item date. The currency cannot be modified.
If you require a payment currency different from the open item currency, enter the payment currency before selecting a due date.
Sage X3 does not manage the following cases in standard mode: payment in currency A and prepayment in currency B, with a BP in the payment header different from the BP of the order.
In the selection panel, the Open items and Grouped open items lists only suggest open items with an entry type where the Management of open items check box is selected.
Specific case :
For a payment in creation progress with the payment site not yet entered (payment legislation not known). In this case, the legislation of the entry type to be considered is determined as follows:
Exceptions when the entry type is linked to no legislation:
1) When the site is not specified on the payment, the open item is displayed in the grouped open item list, even when the open item has been posted for a company with a legislation different from the one of the entry transaction.
2) If the payment entry transaction is not linked to any legislation, the open item is displayed, regardless of the default folder legislation or value of the LEGFIL parameter.
If you allocate open items by manual matching, the payment remains allocated and the payment is still displayed on the print-out.
When creating a prepayment open item linked to a sales order where the Exempted tax field is set to Yes, the following apply:
In addition to the generic error messages, the following messages can appear during the entry :
The open item selected has already been the object of a matching that has not been completed yet. The matching is probably 'pending' in the 'Accounting task'. Verify that the accounting task is active.
A control makes it possible to check the consistency between the payment address and that of the open item.
In the specific case of SDD, this message is displayed if an attempt is made to create a payment without allocation.