Payable Payment - Documentation Acosys

Used By

purchasing, warehouse, or finance staff

Data Type

transaction

Search Keys

Supplier Code, Supplier Name, Date

When to Use This Form

When the company pays a payable to a supplier.
When finance needs to record cash, bank, bank drafts, or other payment methods used to settle payables.
When a supplier's payable balance needs to be reduced according to the payment.
When proof of payment needs to be traced together with its payable invoice.

Before You Start

Make sure the division, currency, supplier, and payment type are available.
Make sure the payable invoice to be paid is correct and still has a balance.
Prepare the transfer slip, cash receipt, bank draft, or other payment reference.

Workflow

Open Procurement / Purchase Transactions / Payable Payment.
Fill in the division, invoice, date, time, currency, exchange rate, supplier, and payment type.
Enter the Payable Payment details according to the supplier invoices being paid.
Check the payment amount, the due date, and the received date if using a bank draft or staged payment document.
Add a note and save once the payment amount matches the proof of payment.

Key Fields

Field	Explanation for Users	Status
Division `division`	Division indicates the business unit that makes the payable payment.	Required
Invoice `transid`	Invoice is the document number of the payable payment.	Required
Date `transdate`	Date shows when the payable payment was recorded.	Required
Time `transtime`	Time helps distinguish payments made on the same date.	Required
Currency `currtrans`	Currency determines the currency or exchange rate. This matters for multi-currency transactions.	Required
Default Rate `ratedefault`	Default Rate determines the currency or exchange rate. This matters for multi-currency transactions.	Optional
Rate Used `rateused`	Rate Used determines the currency or exchange rate. This matters for multi-currency transactions.	Optional
Supplier `hrsupplier`	Supplier is the party receiving the payable payment.	Optional
Supplier Code `supplierid`	Supplier Code makes sure the payment goes to the right supplier.	Required
Supplier Name `suppliername`	Supplier Name helps the user double-check the payment recipient.	Optional
Address `supplieraddress`	Address identifies the supplier related to purchases, payables, or payments.	Optional
Payment Type `paymenttype`	Payment Type shows how the payment was made, for example cash, bank transfer, bank draft, or another method.	Required
Due date `duedate`	Due date is used when the payment uses a document that has a clearing date.	Optional
Received Date `accepteddate`	Received Date records when the payment document was received or processed.	Optional
Payable Payment `payablepaymentdetail`	Payable Payment contains the details of the invoices or payable balances being paid.	Required
Last Modified `updatetimestamp`	Last Modified is audit information filled in automatically by the application.	Optional

Details and Relations

Payable Payment needs to be checked line by line so the payment goes to the right invoice and supplier.

Payable Term Discount Calculation

A payable payment discount can only be calculated automatically if the earlier purchase invoice was created with a payment term that actually has a discount rule, for example a certain percentage off when paid within a certain number of days.
The dates compared are the purchase invoice date and the payable payment date. If the payment is made within the discount days of the term, the term discount still applies.
If the payment date is past the term's discount deadline, the system must treat the term discount as forfeited, so the payment is processed at the normal amount without that discount.
The discount amount is usually calculated from the unpaid invoice amount on the related payable line. Therefore, if the invoice is paid in stages, the user needs to check whether the discount is still appropriate for the remaining payable being paid.
The term discount reduces the payable amount settled by the payment. In practice, the total cash or bank paid out can be smaller than the gross invoice amount because of the payment discount.
If the company uses rounding, tax, or other additional charges, make sure finance understands the calculation order. The term only governs the right to a payment discount; the final transaction amount still follows the company's configuration and bookkeeping.
If the discount result is not as expected, check again the term data on the source purchase transaction, the invoice date, the payment date, and whether the invoice has already been partially paid before.

What Happens After Saving

The supplier's payable balance decreases according to the payment details.
If the term discount still applies, the payment discount also affects the payable settlement amount and the related journal.
The cash, bank, or bank draft used becomes the basis for finance reconciliation.
The invoice payment status can change according to the amount paid.
If any required data or payment details are not valid, the application rejects the save and shows a validation message.

Common Problems

Payment cannot be saved: check the division, invoice, date, supplier, payment type, and payable details.
Payable balance does not change as expected: check the selected invoice and the payment amount.
Payment discount does not appear or is wrong: check the payment term on the source purchase, the discount days, the payment date, and whether the payable has already been partially paid.
Payment is hard to trace: fill in the note, payment type, and proof of payment reference clearly.
Exchange rate is wrong: check the default rate and the rate used.

Available Fields

The following list summarizes the fields available on the form. Rarely used fields are still listed so they are easy to look up during training or support.

Field	Explanation for Users	Status
Division `division`	Division indicates the business unit that makes the payable payment.	Required
Invoice `transid`	Invoice is the document number of the payable payment.	Required
Date `transdate`	Date determines the transaction period and affects report filters.	Required
Time `transtime`	Time determines the transaction period and affects report filters.	Required
Currency `currtrans`	Currency determines the currency or exchange rate. This matters for multi-currency transactions.	Required
Default Rate `ratedefault`	Default Rate determines the currency or exchange rate. This matters for multi-currency transactions.	Optional
Rate Used `rateused`	Rate Used determines the currency or exchange rate. This matters for multi-currency transactions.	Optional
Supplier `hrsupplier`	Supplier identifies the supplier related to purchases, payables, or payments.	Optional
Supplier Code `supplierid`	Supplier Code makes sure the payment goes to the right supplier.	Required
Supplier Name `suppliername`	Supplier Name helps the user double-check the payment recipient.	Optional
Address `supplieraddress`	Address identifies the supplier related to purchases, payables, or payments.	Optional
Payment Type `paymenttype`	Payment Type determines the payment information or settlement status.	Required
QRCode `btnqrcode`	QRCode can be used to read or prepare a payment reference if this feature is used.	Optional
Type `kind`	Type describes the category of the payment document used.	Optional
Amount `amount`	Amount is the payment value recorded on the payment document.	Optional
Due date `duedate`	Due date determines the transaction period and affects report filters.	Optional
Received Date `accepteddate`	Received Date determines the transaction period and affects report filters.	Optional
Received `accepted`	Received shows whether the payment document has been received or processed.	Optional
Payable Payment `payablepaymentdetail`	Payable Payment contains the details of the invoices or payable balances being paid.	Required
Note `memo`	Note is used for additional remarks so the reason for the entry or data change is easy to understand.	Optional
Change Note `memoedit`	Change Note is used for additional remarks so the reason for the entry or data change is easy to understand.	Optional
Printed `printed`	Printed shows the print status of the document.	Optional
Created By `usercreate`	Created By is audit information filled in automatically by the application.	Optional
Modified By `useredit`	Modified By is audit information filled in automatically by the application.	Optional
Last Modified `updatetimestamp`	Last Modified is audit information filled in automatically by the application.	Optional

User Checklist

Division, invoice, date, currency, and supplier are correct. Payment type and proof of payment are correct. Details of the payable invoices being paid have been checked. The payment amount matches the payable balance and the proof of payment.

Menu Location

Procurement / Purchase Transactions / Payable Payment
/form/payablepayment

Quick Add from the Search Field

If the icon + appears next to a search field, you can complete the supplier reference directly from this form without stopping the payable payment process.

Supplier

Available on the field Supplier in the payment header. If the supplier receiving the payment does not exist yet, click + to create a new supplier master record, then select it again on the same payable payment.