Control Payments Form — Overview

Sage 300 ERP

Control Payments Form — Overview

This topic contains an overview of the payment controls and of the Control Payments form.

When you use Create Payment Batch to create a batch of checks, you control which checks are generated in three ways:

  • By using payment selection criteria that you have already defined with payment selection codes.

The payment selection codes provide default settings for the Create Payment Batch form. These settings cover such things as the payment bank and bank currency, the range of vendors, and a vendor exclusion list.

  • By imposing payment controls (either holding or forcing payment) for individual vendors and invoices.
  • By placing a vendor on hold. You cannot enter any payments for a vendor who is on hold.

Payment selection codes

When you create a payment batch, the payment selection code provides default criteria for creating the payment batch. You can override these criteria when you create the batch.

Payment selection codes specify how Accounts Payable should select vendor invoices for payment.

You can create as many payment selection codes as you want, using the Payment Selection Codes form, then choose the one you need for a check run. For example, you might have separate selection codes for processing US, Canadian, and Mexican payments.

Setting a vendor on hold

At the vendor level, you can set the vendor status in a vendor record to On Hold — meaning that no transactions for that vendor are paid.

Note that this restriction only applies to the Create Payment Batch process (and you cannot Force a payment for an On Hold vendor using the Control Payments form). However, you can make payments to an On Hold vendor manually, using the Payment Entry form.

Placing invoices on hold with the Control Payments form

If you place invoices on hold in the Control Payments form, the restriction applies only to the Create Payment Batch process. It does not prevent you from entering checks in the Payment Entry form.

The Control Payments form lets you:

  • Control payments for a specific vendor, document, and payment (for multiple payment schedules).

Once you select the vendor and document, you can:

  • Change the due date
  • Change the discount date
  • Change the discount percent
  • Change the discount amount
  • Change the activation date for a prepayment
  • Cancel a previous control status
  • Place documents on hold
  • Force payment of the document

Invoice on hold. Putting a transaction on hold means it will not be paid until you remove the hold.

Forcing payment. Forcing a transaction for payment means that it will definitely be paid on the next check run, provided that the vendor is within the selection criteria and the check amount is within the minimum and maximum check amount range specified for the run.

We recommend that you set holds and force payments to control non-payment and payment of individual transactions, rather than trying to achieve the same effect by changing due dates or discount dates.

Prepayment activation. Bringing forward or delaying the activation date of a prepayment affects payments, because Create Payment Batch does not take prepayments into account unless they are activated.

  • Place or lift general payment restrictions on a single vendor or range of vendors and documents.

You can choose the document type (invoice, credit note, debit note, or prepayment) and:

  • Cancel a previous control status
  • Force payment of documents
  • Place documents on hold

Normally, you use the Control Payments form after printing the Pre-Check Register and reviewing the current payables to select the transactions you want to pay.

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