Difference between revisions of "Accounting Finance:Payment Proposals (Cheques)"

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===Create a Payment Proposal===
  
===Create a Payment Proposal===
   
−
#Click '''ASW Fastpath'''
 +
:1. Click '''ASW Fastpath'''
−
#Click '''Cash Management'''
 +
:2. Click '''Cash Management'''
−
#Click '''A/P Cash Management Tasks'''
 +
:3. Click '''A/P Cash Management Tasks'''
−
#Click '''A/P Payment Tasks'''
 +
:4. Click '''A/P Payment Tasks'''
−
#Click '''Work with A/P payment proposals'''
 +
:5. Click '''Work with A/P payment proposals'''
−
#Click '''Add''' to add new payment proposal
 +
:6. Click '''Add''' to add new payment proposal
   
 
[[File:PaymentProposal1.png|400px]]
  
[[File:PaymentProposal1.png|400px]]
   
−
#Enter '''Proposal description'''
+
:7. Enter '''Proposal description'''
−
#Enter '''First payment date'''
+
:8. Enter '''First payment date'''
−
#Enter '''Last payment date''' (today’s date OR if the 30th is during the weekend, enter the 30th on the Monday)
 +
:9. Enter '''Last payment date''' (today’s date OR if the 30th is during the weekend, enter the 30th on the Monday)
−
#Enter '''Due date''' (today’s date or if the 30th is during the weekend, enter the 30th on the Monday)
 +
:10. Enter '''Due date''' (today’s date or if the 30th is during the weekend, enter the 30th on the Monday)
−
#Enter '''Priority''' (1-1 do not mail or 2-8 mailed)
 +
:11. Enter '''Priority''' (1-1 do not mail or 2-8 mailed)
−
#Enter '''1''' and '''CHEQUE''' in '''Payment mode'''
+
:12. Enter '''1''' and '''CHEQUE''' in '''Payment mode'''
−
#Enter '''1''' and '''Transaction currency''' (CAD or USD)
 +
:13. Enter '''1''' and '''Transaction currency''' (CAD or USD)
−
#Press '''Enter''' to confirm
 +
:14. Press '''Enter''' to confirm
   
 
[[File:PaymentProposal2.png|400px]]
  
[[File:PaymentProposal2.png|400px]]
   
−
#Change '''Nil supplier balance''' to '''N'''
 +
:15. Change '''Nil supplier balance''' to '''N'''
−
#Change '''Neg supplier balance''' to '''N'''
 +
:16. Change '''Neg supplier balance''' to '''N'''
−
#Press '''Enter'''
 +
:17. Press '''Enter'''
   
 
[[File:PaymentProposal3.png|400px]]
  
[[File:PaymentProposal3.png|400px]]
   
−
#Change '''Not payables''' to '''N'''
 +
:18. Change '''Not payables''' to '''N'''
−
#Change '''Printer queue''' to '''PRT01'''
 +
:19. Change '''Printer queue''' to '''PRT01'''
−
#Press '''Enter''' to confirm
 +
:20. Press '''Enter''' to confirm
   
 
[[File:PaymentProposal4.png|400px]]
  
[[File:PaymentProposal4.png|400px]]
   
−
#Create next proposal '''OR'''
 +
:21. Create next proposal '''OR'''
−
#Press '''F12''' when all proposals have been generated
 +
:22. Press '''F12''' when all proposals have been generated
   
 
[[File:PaymentProposal5.png|400px]]
  
[[File:PaymentProposal5.png|400px]]
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===Change a Payment Proposal===
  
===Change a Payment Proposal===
   
−
#Double-click each proposal, one by one
 +
:1. Double-click each proposal, one by one
   
 
[[File:PaymentProposal6.png|400px]]
  
[[File:PaymentProposal6.png|400px]]
   
−
#Double-click each supplier and make sure all the dates are the same (Note – some suppliers will have transactions with different due dates, you must change invoice due dates to one due date in order to print one cheque per supplier or multiple cheques will be printed)
 +
:2. Double-click each supplier and make sure all the dates are the same (Note – some suppliers will have transactions with different due dates, you must change invoice due dates to one due date in order to print one cheque per supplier or multiple cheques will be printed)
−
#Press '''Enter'''
 +
:3. Press '''Enter'''
   
 
[[File:PaymentProposal7.png|400px]]
  
[[File:PaymentProposal7.png|400px]]
   
−
#Highlight the invoice you want to maintain
+
:4. Highlight the invoice you want to maintain
−
#Press '''Enter'''
 +
:5. Press '''Enter'''
   
 
[[File:PaymentProposal9.png|400px]]
  
[[File:PaymentProposal9.png|400px]]
   
−
#You can change: payment date, payment amount, cash discount, bank/account number or bank reference no (Note – when changing a supplier with discounts, make sure to blank out the payment amount ($) by using the space bar)
 +
:6. You can change: payment date, payment amount, cash discount, bank/account number or bank reference no (Note – when changing a supplier with discounts, make sure to blank out the payment amount ($) by using the space bar)
−
#Press '''Enter'''
 +
:7. Press '''Enter'''
   
 
[[File:PaymentProposal10.png|400px]]
  
[[File:PaymentProposal10.png|400px]]
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===Delete a Payment Proposal===
  
===Delete a Payment Proposal===
   
−
#Select a payment proposal
 +
:1. Select a payment proposal
−
#Click '''Delete''' to delete a payment proposal if there is nothing in proposal
 +
:2. Click '''Delete''' to delete a payment proposal if there is nothing in proposal
   
 
[[File:PaymentProposal11.png|400px]]
  
[[File:PaymentProposal11.png|400px]]
   
−
#Press '''Enter''' to confirm deletion
 +
:3. Press '''Enter''' to confirm deletion
   
 
[[File:PaymentProposal12.png|400px]]
  
[[File:PaymentProposal12.png|400px]]
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===Create a Payment Order===
  
===Create a Payment Order===
   
−
#After all dates are corrected, click payment proposal and click '''Payment order''' to create a payment order (Note – payment order will create a file to be used in CheqMaster complete with cheque numbers)
 +
:1. After all dates are corrected, click payment proposal and click '''Payment order''' to create a payment order (Note – payment order will create a file to be used in CheqMaster complete with cheque numbers)
−
#After selecting payment order for each proposal go to '''Work with jobs''' to make sure there are no active proposals
 +
:2. After selecting payment order for each proposal go to '''Work with jobs''' to make sure there are no active proposals
   
 
[[File:PaymentProposal13.png|400px]]
  
[[File:PaymentProposal13.png|400px]]
   
−
#Change '''Pay type''' (change to CHK for USD cheques)
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:3. Change '''Pay type''' (change to CHK for USD cheques)
−
#Change '''Our bank''' (change to 002 for USD cheques)
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:4. Change '''Our bank''' (change to 002 for USD cheques)
−
#Press '''Enter'''
 +
:5. Press '''Enter'''
   
 
[[File:PaymentProposal14.png|400px]]
  
[[File:PaymentProposal14.png|400px]]
   
−
#Change '''Printer queue''' to '''PRT01''' (we do not print the proposal)
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:6. Change '''Printer queue''' to '''PRT01''' (we do not print the proposal)
−
#Press '''Enter'''
 +
:7. Press '''Enter'''
   
 
[[File:PaymentProposal15.png|400px]]
  
[[File:PaymentProposal15.png|400px]]
   
  +
:8. Proceed to Cheqmaster procedures
−
===Run Cheques===
  
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#Go to the '''Cheque Control Log''' and setup for the run (Accounting/Common/AP/Banking/Cheque Control Log/Cheque Control Log-2009-2016)
  
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#Copy the date cell down and change the day
  
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#If more than one cheque run, copy the date cell as needed
  
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#Use drop downs for column '''E''' & '''F'''
  
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#After completing the worksheet, confirm all controls balance
  
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−
[[File:PaymentProposal16.png|400px]]
  
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#Open '''CheqMaster'''
  
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#Press any key to pop up logon screen or ESC to cancel
  
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#Enter '''Logon ID''' (should be all capital letters)
  
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#Enter '''Password'''
  
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#Press '''Enter'''
  
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−
[[File:PaymentProposal17.png|400px]]
  
−  
−
#Press '''F1''' to initialize printer for cheque printing
  
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#Check to see if printer is “Ready”
  
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[[File:PaymentProposal18.png|400px]]
  
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#Press '''Enter'''
  
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−
[[File:PaymentProposal19.png|400px]]
  
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#Press '''F2 --> Select a Cheque File for Processing'''
  
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−
[[File:PaymentProposal20.png|400px]]
  
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#Press '''Enter'''
  
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[[File:PaymentProposal21.png|400px]]
  
−  
−
#Press '''Enter''' to select entire file
  
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#Go to the '''Cheque Control Log''' and enter # of cheques and ($) value
  
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−
[[File:PaymentProposal22.png|400px]]
  
−  
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#Press '''F4 --> Toggle Printing of Signatures on Cheques'''
  
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[[File:PaymentProposal23a.png|400px]]
  
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#Press '''F5 --> Print the Selected Cheque File'''
  
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−
[[File:PaymentProposal24.png|400px]]
  
−  
−
#Press '''Enter'''
  
−
Note – this screen only appears when there has been a correction
 
−  
−
[[File:PaymentProposal25.png|400px]]
  
−  
−
#Look through cheques to make sure they are correct and press '''Y''' if you are finished with this file '''OR''' press '''N''' if you are not finished and need to re-print
 
−
#Press '''Enter'''
  
−
Note – if you forgot to press '''Y''' when you have finished with file, please contact IT. IT will remove file from directory for you.
  
−  
−
[[File:PaymentProposal26.png|400px]]
  
−  
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#Press '''F6 --> Administration''' (to print cheque register)
  
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−
[[File:PaymentProposal27.png|400px]]
  
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#Press '''F6 --> Log Report Access & Maintenance'''
  
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−
[[File:PaymentProposal28.png|400px]]
  
−  
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#Press '''F5''' and '''Enter''' to Print A/P Reg
 
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#Retrieve printout first
  
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#Press '''F6''' to Reset A/P Reg
  
−  
−
[[File:PaymentProposal29.png|400px]]
  
−  
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#Type '''YES''' to confirm you wish to re-set A/P Reg but do not press '''Enter'''
  
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#Collect register from cheque printer to confirm listing and dollars
  
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#Press '''Enter'''
  
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#Press '''F9''' for next batch
  
−  
−
[[File:PaymentProposal30.png|400px]]
  
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#Go to the '''Cheque Control Log'''
  
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#Enter first and last control numbers
  
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#Enter first and last cheque numbers
  
−  
−
[[File:PaymentProposal31.png|400px]]
  
   
 
===Confirm a Payment Order===
  
===Confirm a Payment Order===
   
−
#Select a payment proposal
+
:1. Select a payment proposal
−
#Click '''Confirm payment order''' to confirm a payment order
 +
:2. Click '''Confirm payment order''' to confirm a payment order
   
 
[[File:PaymentProposal32.png|400px]]
  
[[File:PaymentProposal32.png|400px]]
   
−
#Click '''Update''' (on left panel)
+
:3. Click '''Update''' (on left panel)
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Note – count VOID-stubs and enter into cheque control log
 +
Count VOID-stubs and enter into cheque control log.
   
 
[[File:PaymentProposal33.png|400px]]
  
[[File:PaymentProposal33.png|400px]]
  +
  +
:4 Click on Temporary Postings, enter VT 40
   
 
===Update Accounts Payable===
  
===Update Accounts Payable===
   
−
#Select a payment proposal and click '''Update''' to update accounts payable
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:1. Select a payment proposal and click '''Update''' to update accounts payable
   
 
[[File:PaymentProposal34.png|400px]]
  
[[File:PaymentProposal34.png|400px]]
   
−
#Press '''Enter'''
 +
:2. Press '''Enter'''
   
 
[[File:PaymentProposal35.png|400px]]
  
[[File:PaymentProposal35.png|400px]]
   
−
#Press '''Enter'''
 +
:3. Press '''Enter'''
   
 
[[File:PaymentProposal36.png|400px]]
  
[[File:PaymentProposal36.png|400px]]
   
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#Enter '''Voucher type''' to '''40'''
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:4. Enter '''Voucher type''' to '''40'''
−
#Change '''Printer queue''' to '''LP05'''
 +
:5. Change '''Printer queue''' to '''LP05'''
−
#Press '''Enter'''
+
:6. Press '''Enter'''
   
 
[[File:PaymentProposal37.png|400px]]
  
[[File:PaymentProposal37.png|400px]]
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==Preparation of Cheque Batches==
  
==Preparation of Cheque Batches==
   
−
#Go to the '''Cheque Control Log''' and enter journal number and cheque ($) total.
 +
:1. Go to the '''Cheque Control Log''' and enter journal number and cheque ($) total.
−
#Attach cheque register on top of batch report
 +
:2. Attach cheque register on top of batch report
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#Place all cheques which require signatures on top of each batch (double signatures first, one signature second)
 +
:3. Place all cheques which require signatures on top of each batch (double signatures first, one signature second)
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#Place EFT (GET YOUR PAYMENTS FASTER…) sticker on cheque to encourage vendor to sign up for EFT
 +
:4. Place EFT (GET YOUR PAYMENTS FASTER…) sticker on cheque to encourage vendor to sign up for EFT
−
#Forward all batches to Manager, Finance
 +
:5. Forward all batches to Manager, Finance
−
#Manager, Finance will forward to CFO/GM for required signatures
 +
:6. Manager, Finance will forward to CFO/GM for required signatures
−
#CFO/GM will return all batches to Cost Accountant
 +
:7. CFO/GM will return all batches to Cost Accountant
   
 
==Cheque Distribution==
  
==Cheque Distribution==
   
−
#Forward (DO NOT MAIL) cheques to Angela Chan
 +
:1. Forward (DO NOT MAIL) cheques to Angela Chan
−
#All mailed cheques should be inserted into envelopes and placed in mail basket
 +
:2. All mailed cheques should be inserted into envelopes and placed in mail basket
   
−
[[Category:Finance]]
 +
[[Category:Workflows-Finance]]
 
[[Category:Accounts Payable]]
  
[[Category:Accounts Payable]]

Latest revision as of 12:35, 8 January 2021

Overview

In this routine, you create payment proposals and confirm cheques to send to your suppliers.

  • The system provides you with unlimited methods of paying your suppliers. The payment function is controlled by parameters in the Name file for each supplier, such as payee number, payment mode, and supplier’s bank.
  • The system creates one payment document per payment mode, transaction currency, supplier number, supplier’s bank and payment date.
  • Several proposals can be active at one time, but a document can only exist in one proposal. You can only maintain one proposal at a time.

Working with Payment Proposals

Create a Payment Proposal

1. Click ASW Fastpath
2. Click Cash Management
3. Click A/P Cash Management Tasks
4. Click A/P Payment Tasks
5. Click Work with A/P payment proposals
6. Click Add to add new payment proposal

PaymentProposal1.png

7. Enter Proposal description
8. Enter First payment date
9. Enter Last payment date (today’s date OR if the 30th is during the weekend, enter the 30th on the Monday)
10. Enter Due date (today’s date or if the 30th is during the weekend, enter the 30th on the Monday)
11. Enter Priority (1-1 do not mail or 2-8 mailed)
12. Enter 1 and CHEQUE in Payment mode
13. Enter 1 and Transaction currency (CAD or USD)
14. Press Enter to confirm

PaymentProposal2.png

15. Change Nil supplier balance to N
16. Change Neg supplier balance to N
17. Press Enter

PaymentProposal3.png

18. Change Not payables to N
19. Change Printer queue to PRT01
20. Press Enter to confirm

PaymentProposal4.png

21. Create next proposal OR
22. Press F12 when all proposals have been generated

PaymentProposal5.png

Change a Payment Proposal

1. Double-click each proposal, one by one

PaymentProposal6.png

2. Double-click each supplier and make sure all the dates are the same (Note – some suppliers will have transactions with different due dates, you must change invoice due dates to one due date in order to print one cheque per supplier or multiple cheques will be printed)
3. Press Enter

PaymentProposal7.png

4. Highlight the invoice you want to maintain
5. Press Enter

PaymentProposal9.png

6. You can change: payment date, payment amount, cash discount, bank/account number or bank reference no (Note – when changing a supplier with discounts, make sure to blank out the payment amount ($) by using the space bar)
7. Press Enter

PaymentProposal10.png

Delete a Payment Proposal

1. Select a payment proposal
2. Click Delete to delete a payment proposal if there is nothing in proposal

PaymentProposal11.png

3. Press Enter to confirm deletion

PaymentProposal12.png

Create a Payment Order

1. After all dates are corrected, click payment proposal and click Payment order to create a payment order (Note – payment order will create a file to be used in CheqMaster complete with cheque numbers)
2. After selecting payment order for each proposal go to Work with jobs to make sure there are no active proposals

PaymentProposal13.png

3. Change Pay type (change to CHK for USD cheques)
4. Change Our bank (change to 002 for USD cheques)
5. Press Enter

PaymentProposal14.png

6. Change Printer queue to PRT01 (we do not print the proposal)
7. Press Enter

PaymentProposal15.png

8. Proceed to Cheqmaster procedures

Confirm a Payment Order

1. Select a payment proposal
2. Click Confirm payment order to confirm a payment order

PaymentProposal32.png

3. Click Update (on left panel)

Count VOID-stubs and enter into cheque control log.

PaymentProposal33.png

4 Click on Temporary Postings, enter VT 40

Update Accounts Payable

1. Select a payment proposal and click Update to update accounts payable

PaymentProposal34.png

2. Press Enter

PaymentProposal35.png

3. Press Enter

PaymentProposal36.png

4. Enter Voucher type to 40
5. Change Printer queue to LP05
6. Press Enter

PaymentProposal37.png

Preparation of Cheque Batches

1. Go to the Cheque Control Log and enter journal number and cheque ($) total.
2. Attach cheque register on top of batch report
3. Place all cheques which require signatures on top of each batch (double signatures first, one signature second)
4. Place EFT (GET YOUR PAYMENTS FASTER…) sticker on cheque to encourage vendor to sign up for EFT
5. Forward all batches to Manager, Finance
6. Manager, Finance will forward to CFO/GM for required signatures
7. CFO/GM will return all batches to Cost Accountant

Cheque Distribution

1. Forward (DO NOT MAIL) cheques to Angela Chan
2. All mailed cheques should be inserted into envelopes and placed in mail basket
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