See also: Carrying out a Purchase Ledger Cheque Run
The final stage where you can actually print remittances and cheques and post allocations takes place within this option.
To print remittances and cheques:
From the Autoline Master menu select the Purchase Ledger option and the Company you require.
The PURCHASE LEDGER menu is displayed.
Select the Remittances & cheques option.
The REMITTANCES AND CHEQUES menu is displayed.
Select the Print remittances & cheques option, input the Bank Expense Code and click OK.
The Print Remittances And Cheques form is displayed.
The Print Remittances And Cheques form is displayed when the Print remittance & cheques option is selected from the REMITTANCES AND CHEQUES menu. This allows you to select accounts for printing remittance and cheques.
The fields are as follows:
Remittance date: This field accepts a date for printing on the remittances and calculating discount. Clicking the
button displays an electronic calendar for your convenience.
Days to next run: Here, a number of days is entered, which the system accepts as the number of days until the next remittances and cheques run. A default may be set in the system parameters, (for example, 30 is popular).
VAT group: Only suppliers in one VAT group can be paid during any one remittance run. This field accepts the VAT group that is to be included in this run. A list of valid VAT groups is available from the drop-down menu
. Click on the desired VAT group.
Currency code: This field accepts a currency for the run. Only cheques and remittances in the currency will be printed. A list of valid currency codes is available from the drop-down menu
Revalue documents: Accept the default unset check box (relevant to multi-currency documents only).
Maximum payment: This field sets a maximum value for a single invoice above which the invoice is ignored. Used in conjunction with the next field it can make the available cash cover as many accounts as possible.
Note: Entering a zero for maximum payment means that there is no limit set on maximum payment.
Maximum run total: This field accepts a maximum cash value for the entire run. Like the above field, it provides a useful way to control cash flow.
Note: Entering a zero maximum run total means that there is no limit set on the maximum value of the run.
The system will not pay documents in excess of this value, even if selected on the Transactions tab. It will allocate cash up to this amount against documents on the basis of priority.
Category list: This field accepts a description of the supplier. Click the
Branch mask: This field accepts a branch mask. * stands for any letter, while **** stands for all branches. Use the
Account inclusion/exclusion
Click the radio button of your choice:
Specify range of accounts: When this button is clicked, the accounts fields becomes available and allows the selection of accounts and documents for payment on a 'from-to-basis'. Leaving the field blank prints documents for all of the selection criteria. An button enables you to search.
List of accounts to include: When this option is selected, the Inclusion/Exclusion lists button becomes available, (that is, all the accounts that are featured in this cheque run). Click the Inclusion/Exclusion lists button to view and edit the Account Inclusion List.
List of accounts to exclude: When this button is clicked, the button Inclusion/Exclusion lists becomes available. Click the Inclusion/Exclusion lists button to view and edit the Account Exclusion List.
Note: The selection of account code range is not available if the Include/exclude field has not been left blank.
Inclusion ranges:
Account Codes: For a given range of account codes or leave blank for all account codes. Click the Ellipsis [...] button to view your available choices.
Analysis: For a given range of remittance analysis codes or leave blank for all remittance analysis codes.
Area Codes: For a given range of area codes or leave blank for for all area codes.
Status: For a given document status range or leave blank for for all documents without regard to status.
NL control account: For a given range of NL control accounts or leave blank for all NL control accounts. Use the
Order:
Ascending/Descending: Sort order radio buttons allow you to customise your search further.
BUTTONS:
When you have completed the Print Remittances and Cheques form, you have the button options of Exit,Print, Allocations (displays the documents selected for this run using the search criteria discussed above], Reset and Help. If the Include/exclude facility is selected, an entry screen is displayed for the selection of individual accounts for inclusion or exclusion. Otherwise the selected transactions are displayed.
When you have filled the selection form, all of the selected transactions are displayed so that they may be dealt with on an individual basis.
The Transaction form header displays the total amount payable, in the run currency. This display is for information purposes only.
The system pays off accounts in document priority sequence, starting at the highest 9 and ending at the lowest 1. The system stops scanning accounts when the maximum value of the run is reached. Therefore the display is in status order, not account order.
In the main working area of the form, each transaction is identified by the following fields:
Account code
Due date
Document type
Document number
Reference
Amount outstanding
New status (indicates whether the document is to be paid. X or *)
Payment amount
Status at which the document is currently set
Documents are displayed in status order from highest to lowest and all documents within the selected ranges are set at first to be fully settled, either by payment in full or by discount.
The options here function like those described in the topic on Cash Posting, allowing you to write-off, discount and part pay, as well as settle, view and reset. The options are covered in detail in that topic. By clicking in the grid, the buttons are enabled. The grid itself is colour-coded, in that green items are selected, red are debit balances, and black are not selected.
A full search of transactions is available.
BUTTONS:
Some of the buttons are self explanatory: Close, Help, Allocate, Search (filter) and Refresh (after running a search).
When you have finished editing the transactions, select Close and finally you can select the Print option. You are offered the button options:
Align remittances: It is advisable to take this option before printing the remittances. This option prints a dummy remittance, in order to check that the stationery is correctly aligned in the printer. Loss of time and stationery can result if this option is not taken. The cheques are printed in the same way, shortly afterwards, again with an align option to ensure that the correct stationery is in place.
Cancel run: Aborts any changes you have made. There is also a re-edit prompt that returns you to the editing screen.
Print: Prints the current document. After the remittances have been printed, a prompt to print cheques appears providing at least one of the accounts selected for payment is actually paid by cheque (that is, not BACS accounts).
Note: A system parameter priority governs whether remittances and cheques can be aborted. If any Cancel option is selected, a form is displayed warning you to Destroy remittances or Destroy cheques.
When you have finished printing remittances and cheques, there is the option to Cancel run or Reprint remittances or reprint cheques, and also the opportunity to Edit the final details. This option lets you specify Nominal Ledger account numbers for discount, write-offs, currency payments, and the bank account. The bank account used must be set up explicitly as a bank account in the Nominal Ledger. (See the Nominal Ledger). Most of the time this is not amended by the users.
A date for posting to the Nominal Ledger is entered here also, and BACS references.
A special facility is available to record the cheque numbers used.
When the first cheque number used is entered, the system warns if there is any gap between this and the last cheque number printed by a previous payment run. Click the Continue button.
When you have finished with the form, you can re-edit finaL details, post the allocations or cancel the run.
Note: The Cancel run option is dependent upon priority.
When the allocations have been posted, you are given the option to print the Payment list. This option is a simple summary of the payments made, with additional space for comments. If this is taken, the stationery should be changed to plain listing paper. An additional opportunity to re-print the Payments list is given. If the list is not printed at this stage, it cannot be reprinted later. Alternatively, the list can be skipped.
Note: The Skip payments list option is dependent upon priority.
The option to Print-daybook and to Exit-without-printing-daybook are offered. If the stationery has not already been changed to plain listing paper it should be changed now. The daybook is the key control document for the run. (For details see Daybooks).
Exit-without-printing-daybook: When you select this option, no cash can be paid to the accounts to which payments have been made in the run until the daybook for the run is printed.
When the daybook is printed, the run is complete and the accounts in the run become available for posting again. The button labelled Done must be clicked to finish the process off.
Note: The Remittances and Cheques daybook is a cash daybook like any other for the purposes of printing and re-printing in the options of the PL MISCELLANEOUS OPTIONS menu.
