Print and Post Direct Credit Payment Register

This program completes Direct Credit Payment process by doing the following:

• prints the Direct Payment register, that should be saved for audit purposes
• completes the A/P payment record with the Check History
• posts the payment transactions to the General Ledger
• creates the Direct payment data file in the configured directory that is to be forwarded to the bank
• posts to Cashed Checks

The prompts are:

ALL CURRENCIES

Check this box to include all currency codes in the posting.
The All currency option is only available to the Bank of New Zealand.

Uncheck this box to select a specific currency for posting.
For firms using ABA a specific currency code is mandatory.

CODE

Enter the desired currency code.

G/L BANK ACCOUNT

This field appears only if the Australian Banking Association (ABA) feature has been activated in the company Company Information.
Enter the G/L bank account for posting or select it from the window.

ASCII FILE NAME

Accept the default file name displayed AP-PMT.TXT or over-type it as required.
This data file will be created and stored on the pro4data directory. It must be manually sent by modem to the appropriate bank.

PAYMENT BATCH DUE DATE

Accept today's date or enter the preferred date for the transactions.
The date defaults to today's date for the Bank of New Zealand. A default number of Days to Post can be established for ABA in Company Information.

This date is used as the payment date on the vendor's account in the A/P sub-ledger, and on the payment transactions posted to the G/L.

POST DATE

This field appears only if the Post in Summary option has been activated in the Support Application Parameters.
Accept today's date or enter the preferred posting date for the transactions.

BANK POSTING DIVISION

This prompt is only enabled when the Activate G/L Posting By Division feature is activated in Support Application Parameters causing the following divisional posting rules apply:

• The Credit to the 'G/L Bank Account' posts to the Division defined for the Batch.

  Accept the default blank division or enter a preferred division for the Credit transaction to the Bank, or select one from the drop-down box.
  Only G/L posting type Divisions can be assigned.

• The 'A/P Control Account' Debit posting for the payment total posts to the division defined on the A/P Invoice header splitting out the posting amount transactions if a check has paid invoices from multiple divisions.
• Any Credits for discounts to the vendor also post to the division defined on the associated invoice header.

Note: If this G/L Post by Division feature is not activated, all A/P payment Debit and Credit transactions post to the 'blank' Head Office division.

Finished?

A printer can be selected from the Printer option located on the menu bar at the top of the screen.

Click ACCEPT to print the Direct Payment Register. Keep this report for your audit trail.
Click CANCEL to abort printing the report.

POSTING Confirmation

Review the posting report.

Click YES if the report printed successfully to complete the postings to the A/P and to the G/L, and to create the file to be forwarded to your bank.
Click NO if the report is not correct or if it did not print successfully. It can then be reprinted as required.

Note: A rollback error to clear the file will occur on APAP34C if the path for the banking file has not been properly defined in the Direct Credits A/P Payments Defaults.

DOWNLOAD FILE

The option to download the file from the Server to the Client is provided.

Click YES to download it now so the data file that has just been created can be manually forwarded to your bank.
Click NO to skip the download. It can always be downloaded later using the DOWNLOAD button to access the Directory Browser.

ACTIONS:
Additional actions provided by buttons on the Print and Post Direct Credit Payment Register screen include:

• Download Bank Files to the Client:
  
  • If your firm is configured to use the 'Bank of Australia' (ABA) for Direct Payments in the Company Information, click the DOWNLOAD button to browse the download directory for *.ABA files in the Directory Browser.
    Files with an ABA extension (*.ABA) can be downloaded from the server to the client or deleted as required.

    Note: When no pathname is specified or when ABA download directory is not set it uses the pro4data directory.

    File names must end in .ABA or ABA-NN where NN is a number when using this method.
    e.g. 20130915_120000.ABA, 20130915_120000.ABA-01, 20130915_120000.ABA-02 etc

  • If your firm is setup to use 'Bank of NZ', 'Wesptpac NZ', or 'CPA 005' for A/P Direct Credits in the company Company Information, the option is provided to download the most recent file from the start screen (e.g. AP-PMT.TXT).
    A warning is generated if the file does not exist.

Posting Control
The Post Direct Payment program is designed to be run by one operator at a time per batch.
Locking will occur if an operator did not exit the posting program correctly.
A Posting Control Information warning will appear on the screen and only operators with Security Role permission to reset the A/P and G/L Checks flag will have access to the RESET button that unlocks the program.
Whenever the posting control flag for A/P Checks is reset, a record is written to the Delete Log for the Function APCH91A.