AP PPR: Criteria for selection of invoices through PPR

 

Payment Batches Window Reference

Account Currency. Payables displays the currency code for the bank account.

Allow Zero Payments. If the bank account you choose does not allow zero-amount payments, then you cannot enable this option. If the payment document for the payment batch uses a payment format that is for zero-amount payments only, you cannot disable this check box.

Allow Zero Invoices. If enabled, Payables can select zero-amount invoices for this payment batch. Useful when you want to remove cancelled invoices from your aging. Not updatable after invoice selection for a payment batch.

Audit Required. If enabled, Payables includes in your EFT file instructions to your bank to give you an audit report.

Bank Account. Bank Account from which you will pay for invoices in the payment batch. Your choice of bank account determines the currency that you use to create payments.

Batch Name. Name of the payment batch. Must be unique. This name will help you locate the payment batch later.

Document. Payment Document. For a payment batch, you can only choose a payment document with either a Computer Generated or Combined disbursement type. You cannot use a payment document if it is in use for another payment batch. You must first confirm or cancel the payment batch in progress.

Document Order. Order in which you print your payment documents and review your Preliminary Payment Register: Ascending Postal Code, Descending Postal Code, Supplier Name, or Supplier Number.

Exchange Rate. Payables enters the exchange rate from the GL Daily Rates table if you have selected a Spot, Corporate, or User-defined rate type. If you selected the User rate type, enter your own exchange rate.

If the payment currency and the invoice currency are associated fixed-rate currencies, Payables displays EMU Fixed, and you cannot update this value.

First Document. First document including any setup checks. Payables defaults the next available document number.

Hi Payment Priority/Low Payment Priority. The range between 1 (high) and 99 (low) of payment priorities for the invoices in the payment batch. Payables only selects invoices with a priority in the range you specify. The default is 1 - 99, which includes priorities for all invoices. You assign payment priorities to invoices when you enter them.

Include Only Due. Enable if you want to override the pay date basis for the supplier site and only pay invoices with due dates on or before the Pay Through Date you enter. Useful when you need to preserve cash and do not want to pay invoices based on their discount dates.

Interval. The number of payments you want to audit if the Audit Required option is enabled and you are using an EFT payment document. Payables includes in your EFT file the payment interval you want the bank to use for the audit report. When the bank creates the audit report, it will list payments made at this interval.

Invoice Count. Total number of invoices paid in this payment batch.

Last Document. Payables displays the number of the last document it will use for the payment batch.

Maximum/Minimum Payment. The range of payment amounts allowed for a single payment in a payment batch. If Payables selects invoices for a supplier site and the total of the invoices is more or less than the Maximum/Minimum Payment, Payables pays no invoices for that supplier site and lists the rejected invoices on the Preliminary Payment Register.

Maximum Outlay. The maximum Payment Total that Payables will pay for this payment batch. If the batch total exceeds this number, you will get a warning, but you can continue processing the payment batch. In the Modify Payment batch window, choose Force for the Pay option to pay invoices.

Negotiable Payment Count. Number of negotiable checks or payments.

Next Step. Payables displays the next stage that should take place in the payment batch process:

AutoSelect. You have committed the payment batch, but Payables has not started selecting invoices.

Build. Payment batch is selecting or selected.

Format. Payment batch is building, built, modifying, or rebuilding.

Confirm. Payables is formatting the payment batch or the payment batch is formatted.

Remittance Advice. Payables is confirming the payment batch or the payment batch is confirmed. You can now print separate remittance advice.

Overall Payment Count. Total number of checks including negotiable checks, setup checks and overflow checks.

Pay Group. Payables selects only invoices with this Pay Group. You assign Pay Groups to suppliers and invoices when you enter them.

Pay Through Date. Payables selects all approved and unpaid invoices that have a due date on or before the Pay Through Date. You cannot update this field after invoice selection for a payment batch.

Payment Count. Number of payments created in this payment batch.

Payment Currency. Currency in which invoices will be paid. You can update this field only if the Use Multiple Currencies Payables option is enabled, the bank account is multiple currency, the payment document you selected uses a multiple currency payment format, and Payables has not yet selected invoices for payment. Payables will only select invoices with the payment currency as the payment currency you enter here.

Payment Date. The GL date for the payment distributions and the date you want to appear on the payment document. The date must be in an open accounting period.

Payment Total. Total amount paid in this payment batch.

Payment Method.

• Check. A manual payment, a Quick payment, or a check in a payment batch.

• Electronic. An EDI payment or an electronic funds transfer file you generate and deliver to your bank to create payments.

• Wire. Used to manually record a wire transfer of funds between your bank and your supplier's bank.

• Clearing. Used for recording invoice payments to internal suppliers within your organization.

• Future Dated. Used to create payments with a future date that instructs your bank when to disburse funds to your supplier's bank. For example, a Bill of Exchange.

• Manual Future Dated. Used to disburse funds to a supplier who sends you an invoice with a payment notice attached. You approve the supplier's payment notice, which includes a future payment date, and return it to the supplier.

Rate Type. Type of exchange rate used to convert foreign currency payments into functional currency. Spot, Corporate, and User-defined rates default from the GL Daily Rates table.

• Spot. A daily exchange rate which is a quoted market rate.

• Corporate. A standard market rate determined by senior management for use throughout your organization.

• User. You will enter your own exchange rate.

• User-defined. An exchange rate type you define in the Define Daily Conversion Rate Types window.

• EMU Fixed. If you use fixed-rate currencies and your Payment Currency and functional currency are different associated fixed-rate currencies, such as Euro and another EMU national currency, Payables displays EMU Fixed as the Rate Type and you cannot update this value.

Reference. If you use Oracle Cash Management for automatic account reconciliation, after the bank sends you its statement, enter the number the bank uses to refer to the EFT payment batch on the statement. Cash Management can then automatically compare the system's EFT payment file information with the bank statement file information when it reconciles your accounts.

Serial Number. Identification number for an Electronic Funds Transfer (EFT) file.

Status. Payables displays the status of the payment batch. Payables displays the status in red if there is an error, for example, if the concurrent manager goes down during a process.

Suggestion: If you are in the Payment batches window and you want to monitor the status of a payment batch that is, choose Refresh Status from the Special menu.

• Building. Payables is determining which invoices will be paid by each payment document.

• Built. Payables has determined which invoices will be paid with each payment document. You can now review the Preliminary Payment Register, Modify the Payment Batch, or Format the Payment Batch.

• Cancelled. You have cancelled the payment batch.

• Cancelling. Payables is cancelling the payment batch.

• Confirmed. You have confirmed the payment batch.

• Confirming. Payables is either confirming or partially confirming the payment batch based on the action you selected in the Confirm Payment Batch window.

• Formatted. Payables has completed formatting your payments and has created the output file that you can use to print checks or, if you are making electronic payments, you can deliver the output file to the EDI Gateway or your bank for processing.

• Formatting. Payables has created the output file that you can use to print checks or, if you are making EFT payments, you can deliver the output file to your bank for processing.

• Modified. Payables has modified the payment batch based on the modifications you made in the Modify Payment Batch window.

• Modifying. Payables is modifying the payment batch based on the modifications you made in the Modify Payment Batch window.

• Rebuilding. You have modified a payment batch, and Payables is rebuilding the modified payment batch.

• Restarting. You have confirmed a partial payment batch and have chosen Restart Payment Batch in the Confirm Payment Batch window. Payables is rebuilding and reformatting the remaining portion of the payment batch.

• Selected. Payables has selected invoices that match the payment batch criteria you entered.

• Selecting. Payables is selecting invoices that match the payment batch criteria you entered.

• Unstarted. The payment batch is unstarted.

Template. If this option is enabled, this payment batch can be used as a template for creating new payment batches. For example, if you regularly create payment batches with the same criteria, you can save the payment batch as a template then later copy it, change the batch name, and use it with minor changes, such as a new Payment Date and Pay Through Date.

Transfer Priority. Bank Charge users only: Indicate the priority for transfer of the electronic payment, Any, Express, or Normal. See: Bank Charges.

Voucher Number. If you enable your Sequential Numbering profile option and your system administrator assigns an automatic sequential numbering sequence to the payment method you specify for a payment batch, Payables assigns a unique sequential number as the beginning voucher number for the payment batch and does not allow you to update the number. Payables then prints a unique sequential voucher number on each payment document and corresponding remittance advice in the payment batch, starting with the first voucher number it assigns.

Payables does not support manual entry of voucher numbers for payment batches when you enable your Sequential Numbering profile option. If your payment method for a payment batch is assigned a manual sequential numbering sequence, Payables displays a warning and does not allow you to create the payment batch.

If you do not enable your Sequential Numbering profile option, you can enter a beginning voucher number that you want Payables to use in a payment batch. Payables prints an incremental, non-validated voucher number on each payment document and corresponding remittance advice in a payment batch.

Buttons

Actions. Opens the Payment Batch Actions window which you can use to perform the next payment batch action such as Modify Payment Batch, Print Preliminary Register, or Cancel Payment Batch.

The Actions button displays the number of records you have selected, and upon which you will perform the action. This button will not appear if you are in inquiry mode.

Copy To. Opens the Copy To window which you use to initiate a new payment batch by using a template of the payment batch(es) you have selected. See: To initiate a payment batch using a template. The Copy To button displays the number of records you have selected.

Payments. Opens the Payments window and displays each of the payments in the selected payment batch.