Supplier Check Payment—Key Exercises

Basic Data Setup

Company Set Up

Purpose: The purpose of this exercise is to show you how to set up the basic data required for running this functionality. You will also learn how to set up parameters that support check processing with an interim cash account for the checks, set up check numbers and remittance rules, and set up check number series.

This exercise will also show you how to set up the parameters required to support check processing with the Positive Pay functionality.

Windows:
Payment Documents

1. Open the Payment Documents window, and populate it.
2. Verify that the Use Interim Cash Account check box is checked for the Supplier Check row. If it is cleared, select it, and save the record.

Note: This setup must be performed before any checks are processed. Once a check has been processed, the system will not allow you to change it.

3. Enter the information below in the columns for the Supplier Check row.

Note: The number of remittance Items is the maximum number of lines to be printed for each check slip.

4. Save the record.
5. Select the Supplier Check line, right-click, and then click Payment Document Number Series.
6. Click the Valid From field, and create a new record.
7. Enter the information shown in the table below.

8. Save your entries.

Basic Data Required to Create a Positive Pay File

Purpose: The purpose of this exercise is to show you how to set up the required basic data in order to create a positive pay file. As a result of applying the basic date settings described below; whenever you select the document series ID or cash account to create and print checks, using automatic supplier check payment or  External File Wizard to create a positive pay file it will automatically generated a Positive Pay file.

Windows:
Payment Documents

1. Open the Payment Documents window, and populate.
2. Verify that the Create Positive Pay File check box is selected for the supplier check row. Note: You cannot save the record by only selecting the Create Positive Pay File check box. Once you have selected this check box you must also select a valid Positive Pay File template.
3. Select a valid positive pay file template if the Create Positive Pay File check box is selected.

 Note: Like most external file functionality, the system facilitates a system generated file type and a file template (ExtPosPayCheckStd) allowing the user to copy. As with other system generated file types, you are not allowed to make changes to some key areas of the file type and template. However you are allowed to copy the system generated file type(s) and template(s), and then make changes to the new file type(s) and file template(s).

Check Handling Code

Purpose: The purpose of this exercise is to show you how to enter check handling codes. The codes are used to sort the order in which checks are printed.

Windows:
Check Handling Codes

1. Open the Check Handling Codes window.
2. Add a new record, and enter the information shown in the table below.

Required Data

Enter and Authorize Supplier Invoices

Purpose: The purpose of this exercise is to show you how to enter supplier invoices to be used in the exercises below. The invoices/installments must also be authorized for payment.

1. Enter a supplier invoice.

General exercise for Arrival Entry Supplier Invoice 
General exercise for Post Supplier Invoice
General exercise for Authorize Supplier Invoice for Payment

Create and Acknowledge a Payment Proposal

Purpose: The purpose of this exercise is to show you how to select authorized supplier invoices/installments into a payment proposal that will be used in the exercises below.

1. Create a payment proposal.
2. Acknowledge this proposal.

General exercise for Load Payment Proposal
General exercise for Acknowledge Payment Proposal

Main Exercises

Automatic Supplier Check Payment

Create Payment Order

Purpose: The purpose of this exercise is to show you how to show you how to use an acknowledged payment proposal and create a payment order.

Windows:
Supplier Payment Proposals

1. Open the Supplier Payment Proposals window, and populate it.
2. Select your payment proposal line, right-click, and then click Create Payment Order.
3. Enter a check payment method, or select one from the List of Values.
4. Clear the Use only Default Payment Method check box, if it is checked.
5. Enter the payment institute to which the checks are connected, or select one from the List of Values.
6. Click OK. The  Cash Accounts window appears, showing the possible cash accounts for the payment.
7. Click OK. The Create Order Results window appears, confirming the created order results. 
8. Click OK to close the window.

Create Check Payment

Purpose: The purpose of this exercise is to show you how to create a check payment from the payment order.

Windows:
Supplier Payment Orders

1. Open the Supplier Payment Orders window, and populate it.
2. Select the line with your payment order, right-click, and then click Create Check Payment. The Print And Create Check Payment window appears, showing you which check number will be used, etc.
3. Click OK.

Create a Positive Pay File Using Payment Order

Purpose: The purpose of this exercise is to show you how to create a positive pay file when creating a payment order.

Windows:
Supplier Payment Orders

1. Open the Supplier Payment Orders window, and populate it. 
2. Select the line with your payment order, right-click, and then click the Create Check Payment option. The Print And Create Check Payment window will appear displaying the check number that will be used.
3. Click OK.
4. If you set a basic data setting associated with the Positive Pay functionality which is described in the Company Setup exercise and if you select the option to create and print checks from a payment order, a background job will be initiated to create a positive pay file. This background job will occur after the check printing is completed (check state is changed to Printed). Else if the Create Positive Pay check box is unselected the positive pay file will not be created.

View Positive Pay File Details

Purpose: The purpose of this exercise is to show you how to view the results of check payments and the corresponding positive pay file details.

Windows:
Supplier Check

1. Open the Supplier Check window and populate it. This window shows the details of your check payment. Ensure the Positive Pay Created check box is selected. This check box indicates that the positive pay file has been generated. Now, look at the corresponding fields Load File ID and File Creation Date which shows the load file ID and the date when the positive pay file was created.

View Payment Details

Purpose: The purpose of this exercise is to show you how to view the results of the check payment.

Windows:
Supplier Payments Analysis

1. Open the Supplier Payments Analysis window, and populate it.
2. Select the line with your payment ID number, right-click, and then click Supplier Payment Details.
3. The Supplier Payment Analysis window appears. This window shows the details of your payment.
4. Return to the Supplier Payments Analysis window.
5. Select the line with your payment ID, right-click, and then click Checks per Payment.
6. The Query – Checks per Payment window appears. This window shows the checks that are included in your payment.
7. Select one of the check lines, right-click, and then click Invoices per Check.
8. The Query – Invoices per Check window appears. This window shows the check details, i.e., the invoices/installments covered by the check.

Manual Supplier Check Payment

Enter and Match Check

Purpose: The purpose of this exercise is to show you how to show you how to enter check information manually and match it with invoices/installments.

Windows:
Supplier Check

1. Open the Supplier Check window, and create a new record.
2. Enter a supplier ID and amount.
3. Select the check line, right-click, and then click Match/View Invoices.
4. In the Select Batch of Invoices window, select one or more invoices/installments to be paid by the check that matches the check amount...
5. Click OK to close the window. The selected invoices/installments appear in the Matching window.
6. Click OK to close the window.
7. Save the check. A message appears with payment information.
8. Click OK.

Print a Check

Purpose: The purpose of this exercise is to show you how to print a check that was manually entered.

Windows:
Supplier Check

1. Open the Supplier Check window, and populate it.
2. Select the line that contains the check that you want to print. The status of the check should be Created.
3. Right-click and then click Print Check. A window appears with voucher information. 
4. Click OK to confirm.

Acknowledge Supplier Check Payment

Cash a Check

Purpose: The purpose of this exercise is to show you how to cash a check that was created and printed, i.e., change the status from printed to cashed. In this process, the payment amount is posted from the interim cash account to the cash account.

Windows:
Supplier Check

1. Open the Supplier Check window. Either perform a query or populate the window to find the check that you want to cash.
2. Verify that the status of the check is Printed.
3. Select the line, right-click, and then click Cash Check. A window appears with voucher information.
4. Click OK to confirm. A message appears with payment information.
5. Click OK.

Note: If the basic data settings required for Positive Pay as described in Basic Data Setup-Create Positive Pay File is used, then the positive pay attribute would not have changed. The purpose here is not to include the check in future positive pay creation as this check number has already been used in a previous occasion when a positive pay file was created.

Void a Check

Purpose: The purpose of this exercise is to show you how to void a check. It is used to report checks as canceled. This is useful when checks have been returned or misplaced.

Windows:
Supplier Check

1. Open the Supplier Check window. Either perform a query or populate the window to find the check that you want to void.
2. Verify that the status of the check is Printed.
3. Select the line, right-click, and then click Void Check.
4. A message appears with payment information.
5. Click OK.
6. If the basic data settings required for Positive Pay as described in Basic Data Setup-Create Positive Pay File is used, the Positive Pay File Created check box will not be selected and in return will erase the positive pay file Date and load ID. The purpose here is to include the void checks in future when a positive pay file is created.

Set Status to Printed

Purpose: The purpose of this exercise is to show you how to roll back the cashing of a check. This is used to change the status of a check that has been incorrectly reported as cashed.

Windows:
Supplier Check

1. Open the Supplier Check window. Either perform a query or populate the window to find the check that you want to correct (either a cashed or a voided check).
2. Select the line, right-click, and then click Set Status to Printed. A window appears with voucher information.
3. Click OK to confirm.

Note: The positive pay attribute will not change if the selected basic date is supporting the Positive Pay functionality. The purpose is not to include an already existing check in future when a positive pay file is created because this check number has been included in a previous occasion.

Generate Positive Pay File using External File Assistant

Purpose: The purpose of this exercise is to show you how to create a positive pay file using External File Assistant.

Windows:
External File Assistant

1. Open the External File Assistant, and click Next. This will open the External File Assistant/File Options.
2. Select ExtPosPayCheck file type from the List of Values for the File Type field. Then values for Parameter Set ID, File Template and File Name fields will automatically be displayed.
3. Click Next. This will open the next External File Assistant dialog.
4. Select a value for the Company field using the List of Values.
5. Select a value for the Cash Account field using the List of Values.
6. Select a value for the Supplier field using the List of Values.
7. Select a value for the Series Id field using the List of Values.
8. Select a value for the From Check No field using the List of Values.
9. Select a value for the To Check No field using the List of Values.
10. Select a value for the Positive Pay Created field. By default this value will be  'False' however this can be changed. The  combination you select between the Positive Pay Created check box in the Supplier Check window and the Positive Pay Created field in the External File Assistant dialog will determined whether a positive pay file will be created. Refer to the table below:
    

    	Supplier Check
    External File Assistant	TRUE	FALSE	Positive Pay File Created
    TRUE	√		Yes
    FALSE		√	Yes

11. Select Finish, this will create the Positive Pay File.