Payment Management
- Jun 7, 2024
- 9 min read
Home page => Operation => Payment => UI Payment Management Click Payment Management from the operation menu to enter the Payment Management screen
1. Create Payments
This screen can automatically convert payable orders into payment orders, which can be divided into batch or partial payment methods:
1.1. Unpaid AP
At Payment Management screen, you will see “Create Payments” tab, go to “Unpaid AP” tab. Click “Search”, the APs which not paid yet will show. Account payable with outstanding balances create corresponding Supplier payment based on Account payable that have no payment or reversal records, but do not include salary payables and collections in payable notes.
Search result was shown, select the Account payable that needs to be paid this time then press “Add New” to create the Supplier payment
After the Supplier payment is generated, the screen will switch to the Draft Payment.
Click the Supplier payment number to enter the Supplier payment editing. After checking and saving all basic information such as amount and payment items, you can sign the Supplier payment. You can sign manually or automatically. For manual approval, please refer to the Account Payables Management chapter.
In the Process screen, with each approving steps click on Sign or View. When clicking on sign button will have the screen.
Enter the approval form to perform manual approval
Select Route Name corresponds and fill in the Conclusion, without either signing will fail. The other steps to sign similar.
1.2 Unpaid AP Partial
Go to Payment Management, click on “Unpaid AP Partial” tab and click “Search”. All AP which not paid yet will show
This screen allows you to make only partial payment on the same payable, so you can modify the payment amount. The original default is the total amount payable.
We choose AP, fill in the amount and then press “Create PA” button.
After created, the screen will switch to the Draft Payment. Go to “Draft Payments” to find PA that you just created and sign
1.3. Unpaid Regular AP
1.4. Unpaid OnBehalf AP Item
This page is for generating payment of collection payable. It is necessary to create the collection payment of the payable document in advance, and the system will deduct the collection amount during the actual payment, and then the deducted collection amount must be paid. For payments, you can search for unpaid APs and select multiple payable orders to generate payment orders containing collections. The payment objects are automatically brought to the tax authorities.
After the generation is completed, the screen will switch to the Draft Payment. After clicking on the payment order, you can see that the payment amount is 0, and the payment amount will be entered in the tax collection field.
1.5. New Supplier Payment (Manual)
Go to Payment Management, click on “New Supplier Payment” button to manually add Supplier payment, instead of automatically transferring the payable order. Press to add Supplier payment.
“New Supplier Payment” screen will be shown. You need to use the magnifying glass to select the supplier. The default fields such as currency, tax rate and other information will automatically be brought in. After completion, click Add new to create the Supplier payment.
Note: Fields have prefix = “ * ” is required
After created success, system will show PA screen
1.6. New Customer Payment
Go to Payment Management, click on “New Customer Payment” button to manually add Customer Payment
“New Customer Payment” screen will be shown. You need to use the magnifying glass to select the customer, and the default fields such as currency, tax rate and other information will be automatically brought in.
Note: Fields have prefix = “ * ” is required
After completion, click Add New to create new Customer Payment, system will show Customer Payment screen to add new PA Items
1.7. New Employee Payment
Go to Payment Management, click on “New Employee Payment” button to manually add Employee Payment
“New SPayment Employee” screen will be shown. You can use the magnifying glass to search for the employee code, enter the tax rate, payment method, payment date and other information and click Add New to create new Employee Payment.
Note: Fields have prefix = “ * ” is required
After created success, system will show Employee Payment screen
There is a different form for Employee Payments so the title is Employee Payments
1.8. New Salary Payment
Salary Payment is usually quickly and automatically generated from Salary Payable. Please refer to the Salary Payable. You can manually generate Salary Payment on this page.
1.9. New Supplier Rebate/Debit Deduct
Go to Payment Management, click on “New Supplier Rebate/Debit Deduct” button to manually add Supplier Rebate/Debit Deduct, not to transfer it from the payable order.
Click on “New Supplier Rebate/Debit Deduct” button, “New Supplier Rebate/ Debit Deduct” screen will be shown.
Note: Fields have prefix = “ * ” is required
After selecting the supplier, click Add new. After adding, you can see the generated Supplier Rebate/ Debit Deduct. The title displays the Supplier Rebate/ Debit Deduct. If you need to add new items, you can use Add New Multiple Rebate/Deduct Items. The operation method is the same as adding new payment item, please refer to the subsequent chapter "Payment Edit"
If you need to transfer the Account payable, you can go to the Account payable screen.
1.10. New Supplier Debit Note
Go to Payment Management, click on “New Supplier Debit Note” button to manually add Supplier Debit Note
Click Add Debit Note, and the screen will open to manually add a new Debit Note
Note: Fields have prefix = “ * ” is required
After selecting the supplier, click Save. After saving, you can see the Debit Note generated and the title of the Debit Note will appear.
Click Add New Items then you can add items and fill in amount. The operation method is the same as adding new payment items. Please refer to the subsequent chapter "Payment Edit”
2. Payment Edit
After create Payment successfully, we will click on Payment ID to open Payment screen
On the top of this screen, you see some buttons as Delete, Auto Approve, Submit, Reset.
Delete: use to delete current PA
Auto Approve: Auto sign to next step, based on Route Name.
Submit: submit information after you changed
Reset: Reset information before you changed
2.1. Payment Item
You can add PA item from voucher setting, for ex, prepay other, payment other
You can view the items of this payment in the payment item. If the payment order is a previous order transfer, the item content will be automatically brought in and linked to the payable order items. If you need to add additional items, you need to click Add New Multiple PA Item
There are several ways to add payment item. The first one is based on the content set in the Voucher, such as the expense type. You can select and enter the amount and submit it. You can also select the source order.
If you need to add PA Item from CL Item, it means CL Item return to PA, then you can go to 2nd tab to add and find source CL Items
The second method is to select from the payment order item. Because sometimes the payment needs to be recovered from the original payment order, the previously created payment order can be used as the source order and it can be selected if it is set to be returned in the Voucher settings
2.2. Print
Here you can export the payment slip as a report file for printing.
2.3. Invoice Information
This tab is use to create new invoice and show related invoice. Payment invoices can be generated semi-automatically. After generation, click on the invoice for editing. Only manual payment items can generate invoices. If there is a link to the Account payable item, invoice generation is not allowed.
This tab shows supplier unpaid AP.
Here you can query the payable balance related to the supplier of the payment order and add it to this payment order. This screen only searches for Account payable with the same tax rate. If it is transferred from Account payable to payment order, the system will set the Tax rate to 0 and distribute the actual tax amount to each payment item. The Account payable may not be found in this payment document. You need to open a new payment document and fill in the exchange rate operation.
After generation, the screen will switch to the payment order item for viewing.
On the right you can see the Account payable item link
2.5. Payment Information
This tab shows related payment information.
Detailed check and supplier bank information can be entered on this screen.
This tab show the PA related write off records.
Here you can record the reversal of the receipt, such as reversing a prepayment without voucher. When the invoice is received and the invoice payable has not been opened, the payment without voucher needs to be reversed through the payment slip.
This tab show PA related return to CL data.
In this screen, you can check the recoverable payment orders and payment records.
2.8. Bank Transaction/Voucher
This screen shows related bank transactions and related vouchers
Related banking transactions and related vouchers can be generated on this screen.
Create Banking Transaction: when click on this button, show the screen that use to create banking transaction for PA and corresponding Banking Transaction can be generated based on the bank and payment method specified by the PA Header.
In the voucher record, you can semi-automatically generate voucher and view the generated voucher. Create voucher: when click on this button, show the voucher management screen that use to create voucher for PA
2.9. Advances Employee PA
2.10. Sign Workflow
This screen shows workflow of PA
In this screen, you can view the approval process currently defined for this document.
2.11. Related Email
This screen shows related Email
New Email: this button is used to create related Mail for PA
2.12. Message/Petition
This screen shows related Message/Petition
New Message: this button is used to create related Message for PA
New Petition: this button is used to create related Petition for PA
2.13. Related file
In this screen, you can upload relevant files, usually images or text files.
2.14. Currency Convertion
Currency conversion can be performed on this screen. After changing the currency, the exchange rate will be automatically converted.
2.15. Update Closed PA
In this tab you can change the memo related fields if PA is closed.
The content can be modified on this screen. The content cannot be changed when the document status is closed. However, some fields can be changed here without affecting important data.
2.16. Process Log
This screen shows related Process Log.
In this screen, you can view the change record of this document, which will record the change person, change time and change field.
2.17. Related Process Action Files
In this screen, you can view the attachment record of the approval form. If you need to attach files, you need to enter the approval form.
2.18. Online help
On this screen, you can view online documentation or help content. If you need to upload files, you need to enter the setup page of the approval process.
3. Payments
This screen is for querying unclosed payment orders, which are divided into two types: draft and active. The payment order screen that is transferred from the Account payable will also be transferred to the Draft Payment.
3.1. Draft Payment
This screen shows all Draft Payments based on different search conditions.
3.2. Active Payment
This screen shows all Active Payments based on different search conditions, but it does not include payment orders that have been advanced by employees.
You can check the payment advanced by employees below.
4. Search SPayments
This screen contains various query methods for payment receipts.
This screen allows you to search all payment orders and make inquiries based on different search conditions.
4.2. Search SPayment Item
Payment Item: search for payment order items content
4.3. Search Service Payment Item
Search Other Expenses PA Item can search for payment order items for other payments, usually unsourced manual expense payments.
4.5. Search Payment (Employee Advanced)
This tab, you to search for payment for employee advance .
The payment has the advances of employee
5. My Approval
This screen shows all Payments were created by yourself to sign.
6. Payroll Payment
This screen is a module related to human timesheet. This module has not been enabled yet, so this function will be hidden.
6.1. Create Payroll - Full Time
6.2. Advanced Payroll
6.3. Draft Payroll Payments
6.4. Active Payroll Payments
6.5. Search Payroll Payment
7. Payroll Reports
Payroll reports come in several formats
7.1. Search AP/PA Salary Sum(By Person)
This table can query the contents of salary payable, including collection of payments.
7.2. Salary PA By Person
This table displays the salary payment records related to each employee and can be exported to a report file for printing.
7.3. Income By Person
This table displays the personal income records of each employee in each month and can be exported to a report file for printing.
7.4. Income Sum By Person
This table shows the annual income records related to each employee. Statistics are based on the starting and ending months. It can be exported to a report file for printing.
7.5. OnBehalf LIHI Sum By Person
This table displays the annual labor health insurance collection records related to each employee. Statistics are based on the starting and ending months. It can be exported into a report file for printing.
8. Online help
On this screen, you can view online documentation or help content. If you need to upload files, you need to enter the setup page of the approval process.
9. Process Log
In this screen, you can check the change records of all payment orders. The change person, change time and change fields will be recorded.
10. Search WriteOff Balance
This screen allows you to search for prepaid payment order offset balances.
11. Search PA Return To CL Balance
This screen allows you to search for recoverable payment note balances
12. Search Advances Employee PA Balance
This screen allows you to search for the balance of payment notes advanced by employees, and you can use this balance to understand the amount owed to employees.
13. Search Prepay PO
End.
