Create Payments

Use this form to create supplier payments using the current selection. When you create payments, Greentree:

Creates payment transactions for suppliers that have been selected for payment using the Select Payments form.
Updates each supplier's account with payment transaction details.
Where applicable, deducts withholding tax from the payment transactions.
Updates the supplier's local currency value for suppliers being paid in a foreign currency, by using the exchange rate specified in the header of the payment batch.
Updates the bank account balance.
Updates analysis code details.

Options Reference

Each option and field on the form is described below. Mandatory options and fields are highlighted in red.

Payment log

Enter a unique reference to identify the payment run — for example, the date or the payment code, up to 10 characters.

Description

Enter a description to identify the payment run, up to 30 characters.

Selection

Select the Payment Log to process.

Payment Type

Select either Cheques, Direct credits, BPay or All as the payment type. The system creates payments based on this option.

For example, if Cheques is selected, only cheque payments are created. Use the Supplier Maintenance form to specify the supplier as a BPay, cheque, or direct credit supplier.

Cheque Output Order

Select your preferred output order for cheque payments: Code, Alpha, or Name order.

Note: The AP Batch Edit Listing report lists payment transactions using the sort option selected here.

All branches

Select this option to include all branches in the payment run. If you don't select this option, you can enter a range of branches. Only suppliers belonging to a branch in the range is included in the payment process (even if they have been previously selected using the Select Payments form).

Batch header branch

The default value is the branch specified in Accounts Payable Module Control, but you can change it if the payment batch is related to a different branch.

Bank

This is taken from the bank specified on the Cash Management Module Control form, but you can change it if the payment is being made from a different bank.

Cheque date

The date that displays on the cheque. The default value is today's date. You can change the date if necessary.

Posting date

The default value is the cheque date, but you can change it. This date that determines which period the transaction falls into for reporting.

Currencies

Select the currency to make the payments in. Only suppliers with this currency code are included in the payment process, even if they have been previously selected using the Select Payments form. This is taken from the Accounts Payable Module Control form.

The Rate uses the currency that is selected. The Bank currency/Rate defaults in read-only format to the bank to transaction exchange rate.

Process

Click this button to create supplier payments using the criteria and options selected. If an earlier payment run is recalled using the Create Payments form, click this button to save the changes to Details. You can view the details of the payment run.

For suppliers that have a Pay invoice separately requirement, Greentree Desktop creates a separate payment for each outstanding invoice, so multiple payments are created for those suppliers if they have more than one outstanding invoice.
If the value of a payment is less than the minimum value specified on the Accounts Payable Module Control form, the payment is not created.
If the cheque amount wording of the payment exceeds the maximum cheque amount in words limit specified on the Accounts Payable Module Control form, the cheque payment is not created.
If an alternate payment name and/or address is specified for the supplier, it is used in this process. Otherwise, the supplier's name and address are used.