A Payment Batch is a process used to gather posted payable transactions, that have not been fully settled, and select/un-select transactions to be paid/applied resulting in a summarized list of Vendor Payments. The purpose of this page is to create, update and process Vendor payment batches. Users will be able to search for unapplied or partially applied invoice, credit memo and check payment transactions to include on the payment batch. Payment batches, when posted, automatically apply payable transactions and receivable transactions towards each other to settle vendor balances.
Software Version: 2021.03.05 and newer
Page Header
| Toolbar Icons | Description |
|---|---|
| Append to Batch | Updates the grid section with new transactions that match the filter criteria. This icon is only displayed after the initial batch is created to allow users to redefine search criteria and add additional transactions to the batch.
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| Build Batch | Builds a payment batch based on filter criteria selected / entered. This icon is only displayed when a new batch is being created, and is replaced with "Append to Batch" after the initial payment batch is created. |
| Delete | Deletes the transaction or master file record. When clicked, users will be prompted with: "Are you sure you want to delete this record?". Click "OK" to confirm, or "Cancel" to return without deleting. WARNING: Records cannot be recovered once they are deleted! |
| Grid Layout | Opens the Saved Grid Layout menu that allows the user to select another saved layout, create a new layout, save changes to a layout, or assign a saved layout as the default for the page. Once changes are made to a grid, such as columns are added or removed, the user can click the Saved Grid Layout icon and save the changes to the grid layout and name the new layout. The new layout can also be set as the default, instead of the System View. This is useful for creating specific views to separate master files or transaction types (i.e. Invoice specific vs. Credit Memo specific).
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| Help | Opens the online WIKI help page for the current page.
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| Print Reports | Opens the Print dialog, showing any applicable printable reports to be printed, downloaded, and/or emailed. |
| Process Payments | Opens Process Payments Record View for Vendors, where users can create, print and post check and ACH payments from the payment batch. |
| Fields | Description |
| Apply Date | Identifies the date the payment will be applied. This is a date picker that defaults to the current date. It is required and if missing, will default to current date on Save. This date will automatically populate the 'Payment Date' field on the Process Payments Record View. This field is editable prior to clicking the Build Batch button. After a payment batch is saved, this field is disabled. Database Field: EERPx_MFTransactionBatch.BatchDate |
| Apply Expired Discounts | Determines if expired discounts should be applied or not. Any non-expired discounts are applied by default, but the discount amounts can be manually edited. This is a Yes/No lookup that is required. It defaults as "No" and is always editable. Database Field: EERPx_MFTransactionBatch.ApplyExpiredDiscounts |
| Batch ID | Displays the name of the batch. This is a single-select standard lookup that allows users to navigate between active batches. The field defaults to (Build New Batch) when the Build Payment Batch Record View is opened. Once the Build Batch button is clicked, this field defaults to the username, formatted as [User First Name] + [User Last Name] + [Previous Batch Number + 1]. Selecting a Batch ID from the lookup will reload the page with the associated fields and transactions grid. This is a system assigned value and is never editable by a user. A user may have several check batches simultaneously. Database Field: ERPx_MFTransactionBatch.BatchID |
| Checkbook | Identifies the Checkbook assigned to the transaction. This is a single-select standard lookup that allows users to select the checkbook that will be used to make the payments. This is required and defaults from the 'Default Vendor Checkbook ID' field on the Vendor Preferences page. This is editable prior to clicking the Build Batch button. After a payment batch is saved, this field is disabled. Checkbooks represent individual bank accounts (checking, savings, petty cash) that have funds deposited into, or payments made out of, that are reconciled to a bank statement. They are used in the Financial, Fisherman Accounting, Grower Accounting, Purchasing, and Sales Functional Areas to support receiving payments from customers, making payments, deposits, and other bank transactions. The lookup contains a list of all the 'Active' Checkbooks. Database Fields: ERPx_MFCheckbook.CheckbookDescription, ERPx_MFTransactionBatch.CheckbookSK |
| Discount Date as of | |
| Doc No | |
| Due Date as of | Identifies the Due Date to use to filter transactions for the payment batch. Invoices and Credit Memos with a Doc Date on or before the defined Due Date are added to the payment batch. Payments with a Payment Date on or before the defined Due Date are added to the payment batch. This is a date picker that is not required to return results. This field defaults as blank and is always editable. Database Field: ERPx_MFTransactionBatch.DueDateAsOf |
| Include Transactions | Identifies the types of transactions to be included in the payment batch. This is a single-select standard lookup that is required to return results. This defaults as blank. If missing, the message "Include Transactions is required." will be displayed when the Build Batch button is clicked. This field is always editable. This lookup contains the values in the APBuildCheckInclude Enumeration Class. Database Field: ERPx_MFTransactionBatch.APBuildCheckIncludeEN |
| One Payment Per | |
| Transaction Class | |
| Vendor | Used to enter a Vendor Name or Vendor ID to filter transactions for the payment batch. This is a text box that is not required to return results. It defaults as blank and is always editable. A Vendor is a company or person that sells goods or services to your company. They are used in Purchasing and on Brokerage Sales Programs. Database Field: ERPx_MFTransactionBatch.VendorSKCSV |
| Vendor Class | Used to select a Vendor Class to filter transactions for the payment batch. This is a multi-select lookup that is not required to return results. It defaults as blank and is always editable. The lookup contains a list of all the 'Active' Vendor Classes. Vendor Classes are used to identify default values that will be applied to new Vendor accounts and to group Vendor accounts together for reporting purposes. Database Fields: ERPx_MFTransactionBatch.VendorClassCSV |
Page Detail
Transactions Grid
The purpose of this grid is to display and manage the individual transactions associated with the payment batch. Transactions that Credit the Settlement Accrual Account will be displayed as positive and in black font. Transactions that Debit the Settlement Accrual Account will be displayed as negative and in red font, as they will be subtracted from the payment amount. Transactions that are removed will be displayed in blue font. The default grid layout for this grid is grouped by Vendor Name. The group heading displays as "Vendor Name: [VendorName] + ([VendorID])".
| Toolbar Icons | Description |
| Edit Amounts | Clicking the Edit Amounts toolbar icon opens a dialog box that allows users to edit the amount to settle. It defaults to the Open Amount of the selected transaction. Users may enter the Amount and when Saved, the Amount will populate in the 'Amount to Settle' field. If the transaction that was edited is a payable transaction then the 'Hold Back Amt.' field will be recalculated as [Open Amt.] - [Amount to Settle] on the Build Settlement Batch page. The 'Amount' field entered in the dialog box cannot be greater than the 'Open Amt.' field. If so, the message "The Amount cannot be greater than is left on the transaction." will be displayed on Save & Close. Additionally, if the 'Hold Back Comment' field was previously populated, the 'Hold Back Comment' field will be cleared if the user edits the 'Amount' field.
Database Field: ERPx_MFTransactionBatchTransaction.AmountToConsume |
| Excel | Exports the contents of the grid to an Excel file that will automatically download. The contents that export are those that are visible to the user. Therefore, if the user has filtered the view only the filtered contents will be exported. |
| Included Transactions | This button displays the following options: “Include Filtered” and “Include Selected”. This allows users to add previously removed transactions back to the batch by selecting/filtering the transactions in the grid and clicking “Include Transactions” and choosing either “Include Filtered” or Include Selected”.
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| Remove Transactions | This button displays the following options: “Remove Filtered” and “Remove Selected”. If filter criteria have been entered in the grid, and “Remove Filtered” is clicked, the filtered transactions will be removed from the settlement batch. If the check box next to the transaction is checked and the “Remove Selected” is clicked, those transactions checked will be removed from the settlement batch. If there was value in the 'Hold Back Comment' field, it will be cleared when the transaction is removed from the settlement batch.
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| Fields | Description |
|---|---|
| Checkbox | Used to select one or more records to perform an action, such as Mass Update, More Actions, or Delete. |
| Doc Date | Identifies the date of the transaction. For Fish Tickets, this defaults from the 'Landed Date' field. For Adjustments, Balance Transfers and Tender Resales, this defaults from the 'Date' field. For AP Credit Memos/Invoices and Fisherman Sales, this defaults from the 'Doc Date' field. For check and ACH payments, this defaults from the 'Payment Date' field. This field is always editable while the transaction is in a Status of New. Database Field: ERPx_APDeliveryTicketHeader.TicketDate (Fish Ticket), ERPx_APTransactionHeader.TransactionDate |
| Doc No | Identifies the Doc No (document number) for the transaction. Unlike a Transaction ID that is system assigned based on the Transaction Class of the Transaction Type, this is a manually entered value. This field comes from the 'Doc No' field on the 'Home' tab of the associated transaction. This is always editable while the transaction is in a Status of New. Database Field: ERPx_APTransactionHeader.DocNumber |
| Discount Date | |
| Due Date | |
| Max Amount to Pay | Identifies the maximum amount to be paid for the document. This field is calculated as [Open Amount] - [Hold Back Amt.]. This field can be changed by clicking the 'Edit Amounts' icon in the grid header and entering a amount in the 'Amount' field or by entering a value in the 'Hold Back Amount' field on the Mass Update dialog box. This field is always editable.
Database Field: ERPx_MFTransactionBatchTransaction.AmountToConsume |
| Open Amt. | Displays the amount due for payment on the transaction. This field is required and calculated by taking the Original Transaction Amount and subtracting any applications that have previously been made. This field is never editable.
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| Orig. Trans. Amt. | Displays the total amount of the transaction. For AP Invoice/Credit Memo, Adjustment, Tender Resale and Balance Transfer transaction types, this comes from the 'Extended' amount of the individual line item. For Fish Ticket and Payment Receipt transaction types, this comes from the 'Amount' field. For Fisherman Sale transaction types, this comes from the 'On Account' field. For Check and ACH payment transaction types, this comes from the 'Amount' field for the specific check or ACH payment. This field is always editable by changing the Price or Quantity of line items while the transaction is in a Status of New.
Database Fields: ERPx_APTransactionLine.ExtendedAmount, ERPx_APTransactionheader.ExtendedAmount, ERPx_APDeliveryTicketHeader.TotalNetAmount |
| Orig. Terms Discount Amt. | |
| Terms Discount Amt. Not Taken | |
| Terms Discount Taken | |
| Transaction | Identifies the unique Transaction ID for each transaction. Clicking on this link opens the transaction record view for the selected record. This is a system assigned number that comes from the 'Transaction Class' and is required but is never editable. Transaction numbers are system assigned IDs to differentiate unique transactions. Transaction ID's are unique by the unique combination of 'Transaction Type' + 'Transaction Class'. Database Field: ERPx_APTransactionHeader.TransactionID, ERPx_APDeliveryTicketHeader.TicketNumber |
| Transaction Type | Identifies the Transaction Type for each transaction. This comes from the Transaction Type selected when starting a new transaction. This is never editable. Transaction Types are used to differentiate unique types transactions within the system. Transactions with the same Transaction Type share the same record view pages and business rules. Transaction Types can be further classified using Transaction Classes. Every transaction in the system is assigned a Transaction Type. Database Fields: ERPx_APTransactionType.TransactionName, ERPx_APTransactionHeader.TransactionClassSK, ERPx_APDeliveryTicketHeader.TransactionClassSK |
| Vendor Name | Identifies the name of the Fisherman, Fisherman & Tender, Tender or Loan. This is displayed as [Account Name] ([Account ID]) and comes from:
This field is always editable while the transaction is in a Status of New. Database Fields: ERPx_APVendor.VendorName, ERPx_APTransactionHeader.VendorSK (Payment Receipt, Fisherman Sale & Tender Resale), ERPx_APTransactionLine.ToDistributionAccountSK (Adjustment & Balance Transfer), ERPx_APTransactionHeader.VendorSK (AP Invoice & AP Credit Memo), ERPx_APDeliveryTicketHeader.FishermanAccountVendorSK (Fish Ticket), ERPx_APSettlementTransaction.SettleToEntitySK (Payment) |