Automated payments help you decide what invoices are ready for payment based on their due date , and can produce remittances and printed cheques for the amounts selected to be paid.  It is used to pro-actively raise payments, as opposed to the Payments Made program which is for manually posting and allocating payments to invoices after you have already raised the payment. For the system to have the correct due date for purchase invoices , you will need to make sure the supplier account is set with the correct Number of Days Credit and Payment Due Date indicator in Supplier Details. 

3.      Confirm the Pay Date.  This date is used in the selection of invoices due for payment.  It will include any purchase invoices that have a due date up to and including the date you enter here.  If you are preparing payments for the end of the week or month you should use that date to be sure to include all invoices that are due up to that date. 

4.      Click the Autopay check-box if you want the system to automatically tick all the due invoices as being selected for payment.  Leave it unchecked if you want to select the invoices yourself. 

5.      From the Select Invoices options, choose All to select all invoices due for payment or qualifying for settlement discount if paid before the payment date.  Select Discount to show only invoices where settlement discount is available if they are paid before this date (these are not necessarily due by the payment date), or select Due to include only invoices that are actually due for payment by this date.  Select Due or Discount if you wish to select invoices that meet either of these criterion.  You must have set the supplier with the correct settlement discount terms on the Contact Details tab in Supplier Details if you wish to include the Discount option.

6.      Form Options allows you to indicate the stationery you are using for remittances and/or pre-printed cheques.  Choose Both if your stationery combines the remittance advice with the perforated cheque attachment. Choose Remittance if you use remittance advice stationery that does not include a cheque portion.  Choose Cheque if your stationery if for the cheque print only but no remittance portion.  Note: the system will only select suppliers where the payment type is cheque if you choose both or cheque. 

7.      You can select suppliers based on the payment method set for their account on the Options tab in Supplier Details .  Tick the check-boxes to select the Payment Method that you want to include. 

8.      Click the Select button.  This selects all suppliers who have invoices due for payment or invoices that attract settlement discount, depending on the selection choices you made.  The first supplier selected will be displayed.  The Pay column will be highlighted in red for the transactions that are due for payment by the Pay Date you have entered.  If you ticked Autopay, all invoices due will already be ticked for payment.  The total Amount Paid for the invoices selected on this supplier account will be displayed. 

9.      If you require a report of the invoices that are due for payment, click the Print Invoices Due button at the bottom.  Click here to view an example of this report.

10.   To locate the invoice you wish to pay use the find function at the bottom of the screen. Enter the text to search for and press the Find button, the text can be all or part of a value, date or reference that appears on the screen.

11.   Click the check-box in the Pay column to select or de-select an invoice for payment.  The Amount Paid on the bottom right of the screen will automatically update, showing the total value of payment you will need to make to this supplier for the invoices you have selected to pay.  The Unpay All button allows you to de-select all ticked invoices if you do not wish to pay this supplier at this point in time.  The Pay All button ticks all the invoices for this supplier.  If you tick an invoice that has settlement discount available, the Discount Taken amount is updated.  The Pay Page button ticks all the invoices on the current page, and conversely the Unpay Page button will untick all invoices ticked on the current page.  The Pay by Date Range button allows you to tick all invoices that are within a defined date range.

12.   Use the Account Code drop-down menu to select an account to view, or use the Previous and Next buttons to move through the selected suppliers. 

13.   Click the Save button to store the changes you have made to the invoices selected or unselected on each supplier account, and move to the next supplier to review the payments due on their account.

14.   If you require a report showing all the invoices you have selected to pay, click the Print Selected Payments button at the bottom.  Click here to view an example of this report.

15.   When you have reviewed all the selected suppliers and are ready to raise payment for the invoices ticked, click the Update button. 

16.   In the popup window, enter the next Cheque Number in your cheque book.  It acts as a reference to trace which cheque has paid which invoices.  If you enter the number of your first available cheque, the system will automatically allocate the next cheque number to the next supplier to be paid.  You need to be careful that you then write the cheques in the order that they are printed if you do not use pre-printed cheque stationery.

17.   Confirm the bank nominal code.  The default is taken from Purchase Ledger Default Settings but you can select another nominal code from the drop-down menu, for example to a credit card nominal account or alternative bank account if this batch of payments are not being paid from the usual bank account. 

18.    Choose whether you wish this batch to be consolidate when updated to the nominal ledger.  This option is usually left un-ticked so that each payment appears separately in the bank nominal account enquiry .  This makes it easier for bank reconciliation since your suppliers will bank each cheque individually. 

19.    Enter a Remittance Message if required.  You can create remittance message codes for commonly used messages.  These can be selected from the Message Code drop-down menu. 

21.   Choose where you want to Send Output To.  (more info) .  Please note that should you choose to email the Remittance Advice to your suppliers then the system will look at each of the Supplier's contacts until it finds one marked to receive remittances with a valid email address.  If no contact is found the system will open the email on your screen and allow you to key in the required email address.

22.   Click Ok.  Click here to view an example remittance advice from Power-Gx. 

23.   In Power-Gx a message will appear informing you that your Automated Payments have been successfully posted to the purchase ledger.  You can use Supplier Transaction Enquiry to view the payment and the invoices it has paid. 

Click here to view the Automated Payments screen.