# Automated remittance

The automated remittance facility allows you to select a batch of Payments that have a Remittance Type of either cheque or EFT and remit them. As payments are remitted, a Remittance ID and Remittance date are saved into the payment record. If the remittance is for a cheque then a Cheque # / Remittance # is also saved into the Payment record.

What happens when cheques are remitted?

1. If the number of entries in the Payments list list does not match the number of cheques specified by the First Cheque # and Last Cheque # range, an error will be displayed and you must address the problem before you can print.
2. For each selected entry in the Non-remitted payments list, the default automated remittance report is generated and, if successful, the associated Payment is updated with the current cheque number, and a Remittance ID and date.
3. The Payments for all successfully printed cheques are removed from the list.

What happens when EFT payments are remitted?

1. For each selected entry in the Payments list list, the associated Payment is updated with a Remittance ID and date.
2. A single direct transfer file is created containing an entry for each of the selected payments in the non-remitted payments list.
3. The Payments for all successfully remitted direct deposits are removed from the list.

Features

- User-definable cheque first numbers to enable strict validation.

Automated remittance form

Module: Accounts payable

Category: Automated remittance

Activation: Main > Accounts payable > Automated remittance

Form style: Multiple instance, WYSIWYS, SODA

Special actions available for users with Administrator permissions:

- View data for Payroll payments:
  - Users with Payroll Administrator permissions can view all payees.
  - Users with non-administrator Payroll permissions can view normal employees, but protected employees will be censored.
  - Users with no Payroll permissions cannot view data - payees will be censored to "Payroll payment".
  - If "Hide any Automated Remittance with payroll-related data from non-payroll users" has been selected from your Payroll System preferences, then any user without Payroll permissions will not see Payroll Automated remittance records at all.
- Change the User ID of the Entered by field of memos (Automated Remittance Administrator permissions).
- Edit memos entered by other users (Automated Remittance Administrator permissions).

Database rules:

- None

Field Definitions
Main

Remittance #

Reference: Number, Read-only, WYSIWYS

This is an internally generated number identifying a completed remittance.

Date

Reference: Date, Mandatory, QuickList

This is the date that will be saved in the associated payment. This date will also be the date that appears on printed cheques or with the direct entry file.

Drawing account

Reference: Select from list, Mandatory

This field is filled by default when the form is first opened, and contains all accounts in the system that are defined as bank accounts. Remittance cannot take place until a drawing account has been selected from the list.

Remittance type

Reference: Select from list, Mandatory

This is the type of Payment that is being remitted. You can choose to remit either Cheques or EFT, but the two types cannot both be selected in the one remittance. Remittance cannot take place until a remittance type has been selected.

Selected Payments

Reference: Number, Read-only

This shows the number of payments that have been selected in the Payments list list.

First Cheque #

Reference: Number, Mandatory

This is the cheque number of the first cheque that will be printed. The number of cheques from this number to the Last Cheque # must be the same as the number of Payments selected in the Payments list list. This field will only be visible if the remittance type selected is 'Cheque'.

Last Cheque #

Reference: Number, Mandatory, Read-only

This is the cheque number of the last cheque that will be printed. This field is calculated automatically based on the number of selected payments and the First Cheque #. It will only be visible if the remittance type selected is 'Cheque'.

Don't show payments dated after the remittance date

Reference: Yes/no

Information is under review for a new version and will be updated soon.

Payments list

Reference: Select from list

This is the list of all Payments eligible for automated remittance. For a Payment to appear in this list, it’s Remittance type must be either cheque or EFT and it must not have a remittance date. The entries in this list will depend on the combination of the remittance type and Drawing account selected.

The list only displays the possible Payments that are eligible to be remitted: you must select one or more entries in the list to remit

You can select multiple entries in the list as follows:

- Left-click on a line to select a single line
- Left-click on one or more lines while holding the CTRL key down to build up a selection of multiple lines. If you click on a line that is already selected, you can de-select just that line
- Left-click on a single line, and while holding the SHIFT key down click on another line in the list to select a consecutive range of lines

The columns shown are as follows:

- Date: Information is under review for a new version and will be updated soon.
- Payment: Information is under review for a new version and will be updated soon.
- Cheque #: Information is under review for a new version and will be updated soon.
- Supplier: Information is under review for a new version and will be updated soon.
- Payee: Information is under review for a new version and will be updated soon.
- Drawing account: Information is under review for a new version and will be updated soon.
- Amount: Information is under review for a new version and will be updated soon.
- Remitted: Information is under review for a new version and will be updated soon.
- Withheld: Information is under review for a new version and will be updated soon.

Select All

Reference: Yes/no

This button selects or deselects all lines in the Payments list list as you click on it.

Total Amount

Reference: Currency, Read-only

This field shows the Total amount of certain entries in the Payments list, dependent of the mode of the form. When adding a new remittance, this field will display the sum of the values in the “Amount” column of all entries currently highlighted in the list. When viewing a previous remittance record, this field will display the sum of the “Amount” column of all entries in the list, regardless of whether or not they are highlighted.

Amount Remitted

Reference: Currency, Read-only

This field shows the Amount remitted of certain entries in the Payments list, dependent of the mode of the form. When adding a new remittance, this field will display the sum of the values in the “Remitted” column of all entries currently highlighted in the list. When viewing a previous remittance record, this field will display the sum of the “Remitted” column of all entries in the list, regardless of whether or not they are highlighted.

Amount Withheld

Reference: Currency, Read-only

This field shows the Amount withheld of certain entries in the Payments list, dependent of the mode of the form. When adding a new remittance, this field will display the sum of the values in the “Withheld” column of all entries currently highlighted in the list. When viewing a previous remittance record, this field will display the sum of the “Withheld” column of all entries in the list, regardless of whether or not they are highlighted.

Special menu
Generate EFT Data File

Reference: Menu

This menu option displays the Generate EFT data file form pre-filled with the details of the current automated remittance.

Email text remittance notification

Reference: Menu

This option is affected by the System preference: Use plain text format for remittance advice emails. When selected, it will send plain text emails only for remittance notifications.

If the preference is not selected, this option will not display, but Email PDF remittance notification will.

If you wish, you can also select to send an XML file by selecting the preference Include an XML remittance file when sending plain text format remittance advice emails to suppliers.

Last edit 18/09/19

Email PDF remittance notification

Reference: Menu

This option is affected by the System preference: Use plain text format for remittance advice emails. When selected, it will send PDF emails only for remittance notifications.

If the preference is not selected, this option will not display, but Email text remittance notification will.

You can read more about sending reports in the Managing your data records topic in the Printing, emailing or faxing records section.

Last edit 18/09/19

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