Select Documents for BACS Payment

Overview

This option is part of a process that may be used by the credit control department to enable them to identify the invoice type from the sales ledger transaction screen, to set the due date of invoices at an invoice type level and to select different invoice types for direct debit collections on specific dates for each customer rather than selecting all invoices for that customer and deleting those which should not be taken.

The final solution then populates part of the customer reference field on the sales ledger account with the invoice type number allowing easy identification. It also populates part of the same reference field with a payment type and date i.e. DD21, DD30, CH?? (taken from the address group payments types within the Contract Administration 1 Tab) which can be used to select individual documents for direct debit payment within a customer account on specific days of the month (i.e an initial rental invoice to be taken by direct debit on the 21st of the month would have a reference which started 001DD21). The Payment Type code has been extended to 4 characters to accommodate this.

Finally, the system populates the due date of the invoice from information set at the invoice type level (Fleet System Management / Invoice Types) allowing different due dates for specific invoices.

All of the above set-up being done this menu option proceeds to create a BACS file which changes the status of the transaction to denote that it is Direct Debit.

What do you want to do?

• Set due date of invoice
• Set up Payment Type Codes
• Allocate Payment Types to Customer Address Group
• View the Invoice Type and Payment Codes within the Sales Ledger Customer Reference field
• Select Documents for Payment
• View the Direct Debit status in the View Selections for Payment document report in SL/ BACS Processing Menu / View Selected Documents

To access Select Documents for BACS Payment:

1. From the Master Menu, select the Contract Administration option and Company required.

   The Contract Administration Menu is displayed.

2. Select the Invoicing Procedures option.

   The Invoicing Procedures Menu is displayed.

3. Select the Select Documents for BACS Payment option

   The Select Documents for BACS PAyment form is displayed.

Select Documents for BACS Payment form

This form is divided into four parts that are as follows:

Title Bar

In addition to displaying the form name the Title Bar provides a number of useful buttons.

Select Documents for BACS Payment Dialogue Box

This form contains the following fields:

Due Cutoff Date: Allows the cut-off date for processing BACS payment type documents to be entered.

VAT Group: Enables selection criteria to be restricted by the VAT country group by using the button.

Currency: Enables selection criteria to be restricted by currency by using the button.

Include Adjustments: A checkbox which, if ticked, denotes that the selected documents are to include adjustments.

Miscellaneous Ref: Allows a free-format miscellaneous reference number to be entered when creating the file.

Select Analysis Range (from): Enables entry of a lower limit for the analysis code so that a range can be defined for the generation of the file.

Select Analysis Range (from): Enables entry of an upper limit for the analysis code so that a range can be defined for the generation of the file.

COMMAND BUTTONS:

The following command buttons are available for use within this form:

Select Docs: Generates a file for BACS payments using the input selection criteria.

Exit: Exits to the Invoicing Procedures menu.

Help: Displays online context-sensitive help using the default browser.