Creating Manual Payments

Manual Payments can be created on the CR Manual Payment form, which can be accessed by selecting the Creditors option from the Financials menu:

Then selecting the CR Payments menu option:

And then the CR Manual Payment menu option:

The CR Manual Payment form will open:

To create a Manual Transaction select the required option in the Transaction Code drop-down field and the required option in the Bank Code drop-down field.

Click on the  button:

The fields available on this form are as follows (mandatory fields are notated with a red asterisk *):

• Creditor No: Add the Creditor reference to this field.  Alternatively click on the Find Creditor button located to the right of this field: , which will open the CR Find Creditors form where you can search for and select the required Creditor.  The selected Creditor will then be added to this field. This form is further detailed in the Creditor Enquiry section.
• Payment Date: Add the date that the payment is to be made to this field.
• GL Date: Add the date that the payment is to be posted to the General Ledger to this field.
• Currency: Select the relevant currency option from this drop-down field.
• Currency Rate Type: Please ignore this option as the functionality is not currently being used.
• Exchange Rate: This field will default to 0.00.  If the currency set in the Currency field, as detailed above, is not set to Sterling (GBP), add the exchange rate for that currency.
• Payment Amount: Add the amount of the payment to this field.
• Comments: Add text to this text box to further describe the payment. if required.

You will note that the Status field set to .

Clicking on the  button will return you to the original CR Manual Payment form where you can search for a Manual Payment transaction or create a new one.  Any unsaved changes will be lost.

Otherwise click on the  button to create the Manual Payment transaction - new buttons will be available at the bottom of the form:

The only fields on the form that can now be amended are the Bank Code, GL Date, Payment Amount and Comments fields.

The buttons available at the bottom of the form are:

• : Clicking on this button will return you to the original CR Manual Payment form where you can search for a Manual Payment transaction or create a new one.  Any unsaved changes will be lost.
• : Click on this button to save any changes made to the form.
• : Click on this button to match the payment to one or more outstanding Creditor transactions.  The CR Find Transaction for Matching form will open allowing you to select the relevant outstanding transactions.  This form is further detailed in the Matching Transactions section.  Once the transactions have been selected they will be added to a Payment Details Grid at the bottom of the CR Manual Payments form:

The Lines in the Grid can be removed, if required, by clicking on the  button to the left of the Line.

Please note: the amount in the Payment Amount field on the form should be allocated in full to the Lines in the Grid, i.e. in the Allocated Amt column.  That is the total amounts in the Allocated Amt column in the Grid should be equal to the amount in the Payment Amount field on the form.  All these amounts can be amended, as can the details in the Invoice Number column in the Grid.

The transactions in the Lines on the Grid do not have to be fully paid, they can be partly paid.  In the example below there are two Lines in the Grid - part of the payment has been allocated to one Line so it is only partly paid and the rest of the payment has been be allocated to the second Line so it is fully paid:

Click on the  button.

If the total amount in the Allocated Amt column on the Grid is not equal to the Payment Amount field on the form, the following message will be displayed:

Selecting the No option will return you to the CR Manual Payment form and the changes will not be saved.

Selecting Yes to this option will return you to the CR Manual Payment form, the changes will be saved and the Status field will change from  to .

If the total amount in the Allocated Amt column on the Grid is equal to the Payment Amount field on the form, the Status field will change from  to .

In both circumstances the Lines in the Grid can still be removed by clicking on the  button to the left of the Line and the  and  buttons will become enabled.  These buttons are further detailed below.

In addition a link in the Voucher No column on the Grid will become available:

Clicking on this link will open the CR Invoice Enq. screen displaying details of the Invoice.  This screen is further detailed in the Invoice Enq section.

• :Once the Payment Details Grid with the required transactions have been added to the bottom of the form and the change has been saved, clicking on this button will open the CR Invoices Paid By Manual Payment screen with details of the transactions that are in the Grid.  This screen is further detailed in the Invoices Paid by Manual Payment section.
• : Clicking on this button will open the CR Payment Foreign Currency screen that will display the currency details of the payment.  This screen is further detailed in the Foreign Currency Payments section.
• : Clicking on this button will open the CR Remittances for Creditor screen that will detail the Remittances produced for the Creditor.
• : Clicking on this button will open the Audit Info screen providing audit details for the payment.  This screen is further detailed in the Audit Info section.

• : Clicking on this button will allow you to add a note to the payment.  Notes are further detailed in the Notes section.
• : This button will be enabled once the Payment Details Grid with the required transactions have been added to the bottom of the form and the change has been saved , i.e. the Status is at  or at .  Clicking on this button will delete the Manual Payment.  A message will be displaying asking for confirmation that the Manual Payment is to be deleted.
• : This button will be enabled once the Payment Details Grid with the required transactions have been added to the bottom of the form and the change has been saved, i.e. the Status is at  or at .  

• Clicking on this button when the Status is at  will allocate the Manual Payment to the transactions displayed in the Payment Details Grid.  The Status field will change to  and the ,  and  buttons will be disabled.  No further changes can be made to the fields on the form or to the Grid.
• Clicking on this button when the Status is at  will result in no change.  The amounts in the Allocated Column in the Payment Details Grid must equal the amount in the Payment Amount field on the form.  Once this is the case clicking on the  button will result in the Status field changing to .  Clicking on the  button will then allocate the payment as detailed above.