IMOS On-Prem - Payment Batches

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Note: Configuration flag CFGBatchPaymentSupported enables Payment Batch options.

The Payables Summary shows all invoices that are not paid in full. With Payment Batches configured and set up, an additional column contains check boxes to select invoices for payment; you can click links at the top of the list to:

Create a batch.
Assign or clear Batch Numbers.
Access the Payment Batches List.

Creating a Payment Batch

To create a batch of payments:

Do one of the following:
- On the Payables Summary, select their check boxes and then click the Create Batch link at the top of the list.
- On the Payment Batches list, click .
On the Create New Payment Batch form, complete at least the following fields:
- Batch No.
- Batch Date
- Bank
  Note: To restrict a bank from being used in payment batches, on the Remittance Information tab of its Address record, select the Res. PB check box.
Click OK.

Assigning Batch Numbers

To assign Batch Numbers to payments:

On the Payables Summary, select the check boxes for the payments and then click the Assign Batch No. link at the top of the list.
On the Available Payment Batches form, select the check box of the batch and click OK.
After a Batch Number is assigned, the Payment Batch form opens.
- To open this form, do one of the following:
  - Click its link in the Pay Batch No. column of the Payables Summary.
  - On the Financials module center, under Transactions, click Payment Batch.
- To open the Transaction Data Entry form for an individual invoice, right-click its line and then click Invoice Details.
To send the batch to the bank, click .

Deleting a Batch

A Payment Batch can be deleted even after it is sent if there are no longer any payable invoices assigned to the batch. This can happen, for example, when a payment or an invoice is reversed. On the Payment Batch form, click .

Clearing Batch Numbers

To clear Batch Numbers:

On the Payables Summary, select their check boxes, and then click the Clear Batch No. link at the top of the list.
A message asks you to confirm. Click Yes.

Payment Batches List

To view the Payment Batches List:

On the Financials module center, under Transactions, click Payment Batch - List.
At the top of the Payables Summary, click the Batch List link.

For each Payment Batch, the list includes the Batch No., Status, Description, Memo, Batch Date, Bank, and Bank Currency.

To view or edit the Payment Batch, click the Batch No. link to open the Payment Batch form.

Related Configuration Flags

Name/Flag	Description
Batch Payment Supported CFGBatchPaymentSupported	Enables Payment Batch options. The Payables Summary shows all invoices that are not paid in full and has an additional column of check boxes to select invoices for payment. Additionally, two links, Assign Batch No. and Clear Batch No., are added to the top of the list. After a Batch Number is assigned, the Payment Batch form opens.
Payment Batch Response CFGPaymentBatchResponse	Extends Payment Batch functionality (CFGBatchPaymentSupported) to allow the import of XML message responses, including status updates and error information, from third party systems. This flag also adds: A Payment Batch List Error(s) column, which displays a comma-separated list of all errors existing on each Payment Batch A Payment Batch form Error column, which displays the corresponding error message of each detail line The errorMessage tag can be used to specify the error message at the batch or payment level. When this tag is present, the status in the <payment> section is ignored and the status of individual line items in the batch is the same as the status of the batch.
Require Pay Method in Payment Batch CFGRequirePayMethodInPaymentBatch	Displays a warning if Payment Method is blank for any of the invoices when sending the batch to the bank.
Paybatch Split Incomplete Invoices CFGPaybatchSplitIncompleteInvoices	Activates functionality where a payment can be spread across multiple vendor banks in the same batch.
Extended Payment Batch Export CFGExtendedPaymentBatchExport	Determines whether to export additional fields (like counterparty address, bank address, etc.) when payment batch is sent to the bank.
Batch Payment Counterparty Validation CFGBatchPaymentCounterpartyValidation	Requires that Payment Batches contain consistent counterparty and remittance information for all payments included. Moves Pay Date to the top of the Payment Batch form and applies this date to all invoices included in the batch.
Limit Payment Batch Import Validation CFGLimitPaymentBatchImportValidation	When enabled, values in payAmount and invoiceTransNo are neither required nor considered when importing paymentBatchImport XML files. When the XML is imported, the original amounts will be paid as specified in the batch.
Restrict Negative Batch Payments CFGRestrictNegativeBatchPayments	When enabled, Payment Batches cannot be sent to the bank if the total amount to be paid is less than or equal to 0.
Batch Payment Currency Validation CFGBatchPaymentCurrencyValidation	When enabled, Payment Batches must contain consistent currency for all payments included.
Default Payment Batch Payment Method CFGDefaultPaymentBatchPaymentMethod	When set to a Method from the Payment Methods form, on the Payment Batch form, the Payment Method field automatically populates with that value and is editable. If the receiver Bank is updated on the Payment Batch, the Payment Method is cleared and must be reentered.
Enable Invoice Accrual Percentage CFGEnableInvoiceAccrualPercentage	When enabled, an Accrual % field appears and can be used to anticipate bad debt on the following receivable invoices: Freight Invoice, Claim Invoice, Time Charter Billing, Voyage Other Revenue, and Voyage Expenses Rebill. Accrual % defaults to blank. Blank is interpreted as 100%. You can manually set Accrual % to any value greater than 0. An Update button appears so that you can modify Accrual % on invoices that are posted; prior to posting, you can save the invoice to update its Accrual %. The Accrual % value has no effect on posting; the full invoice amount is always posted. On the Voyage P&L: Invoices with Accrual % values of 100% or blank are handled normally. Amounts for invoices with Accrual % values other than 100% are split between three lines: The top summary line shows the accrual amount = (original invoice amount × accrual %). If you expand the summary line, the next line shows the original invoice amount. The line below shows Provision for Bad Debt = (original invoice amount − accrual amount). On Monthly Accruals, for invoices with Accrual % less than or greater than 100, the amount accrued = original invoice amount less provision for bad debt.
Auto Adjust Accrual Percentage CFGAutoAdjustAccrualPercentage	Applies only when CFGEnableInvoiceAccrualPercentage is enabled; as invoice payments are received, the invoice Accrual % is automatically evaluated and increased when necessary to ensure that the sum of payments is not greater than the accrual amount.
Payment Batch Approval Needed CFGPaymentBatchApprovalNeeded	When set to 1 or more, the new approval process/multiple approvers process is enabled. The value indicates the number of approvers needed before a batch is considered fully approved and can be sent to the bank. Approvers must have the Approve a Batch Payment Module Right selected, under Actions in Financials. To support the Payment Batch approval process: On the Payment Batch form: Approve and Reject buttons appear. These can be clicked by users with approval rights. An Approval Status field appears, populated with the Approval Status. In the Payment Batches list: A column of check boxes and Approve links appear in the t to approve one or more Payment Batches at a time. An Approval Status column appears. In the Payment Batch Export XML, an approvalUsers section appears, which includes information about the approval user and approval date. For more information, see the IMOS Messaging Service Manual. In the Report Designer, a new table appears: Object Approval. It displays an audit trail of the approvals/rejections in each batch.
Enable Remittance Instructions CFGEnableRemittanceInstructions	When enabled, a new Instructions field will be added to the Remittance Information form in the Address Book. Free-text instructions entered here will be populated in the Remittance Instructions field in the Payment Batch, as well as in the Remittance Instructions and Payment Batch Remittance Instructions columns in the Payment Batch List and Payables Summary List, respectively. The Instructions will also be exported in the companyBankExport and paymentBatchExport notifications.
Batch Payment Company Validation CFGBatchPaymentCompanyValidation	When enabled, all invoices to be paid by a Payment Batch must be of the same company.
CFGAggregatedPayBatchVendorPayment	When enabled, IMOS (Payment Batch) will aggregate multiple payments to the same vendor into one set of payment instructions for the bank. The following must match on all payments in order for them to be aggregated: Company Account Pay Date Currency Payment Method Receiver Bank Receiver Account No
Default Pay Batch ID Template CFGDefaultPayBatchIDTemplate	When enabled and CFGBatchPaymentSupported is enabled, sets the template for how the Payment Batch ID will default based on the available variables. Available variables: @BatchDate@ @UserInitials@ @UserBatchCount@