Payment Request
A Payment Request asks for money to be paid before anyone pays it. It names the payee, the invoices to clear and how they will be paid. The Payment is then raised from it and cannot pay more than it asked for. The request itself posts nothing.
What it is for
Some companies want each payment approved before the cheque is written. The request carries the same kinds as the Payment (against invoices, prepayment, advance, withholding tax), decided by its journal. Only journals marked to work through payment requests are offered.
A payment on such a journal must name the request in Origin Number. It brings the request's clearings, withholdings and payment methods, and is refused if it pays more than the request's balance.
Every field in plain words
The header is the Payment's: Transaction no, Posting Date, Transaction Journal, External and Internal Reference, Journal, Journal Indicator, Financial Year and Period, Notes, Payee Entity, Payee (required), Alternative Payee, Payee Name, Currency, Exchange Date, Exchange Rate and the summary amounts. Two differ:
| Field | What it means | What to put |
|---|---|---|
| Block | Stops the request being used or changed | Editable once the request exists. Refused while an unreversed payment exists against it |
| Balance Payable Amount | What the request still allows to be paid | Read only |
Clearings grid
As on the Payment, plus Request Amount, Request Cleared Amount and Request Balance Amount: what this request asks for, what payments have already cleared and what is left. You cannot request more for an invoice than is left after earlier requests.
Withholdings grid
As on the Payment: the withholding codes, rate, calculated amount, manual tick and amount.
Payment Through grid
Only the Payment Method (required) and Line Text. The account, cheque and amount are put on the Payment.
How to configure it
- On the Transaction Journal, tick that it works through payment requests. Use that journal both on the request and on the payment.
- Use Block to stop a request that should no longer be paid.
Scenarios
- A manufacturer approves every supplier payment. The clerk raises a request for the invoices due this week. The finance manager reviews it. The cashier opens Payment with the same journal, picks the request in Origin Number, fills the bank and cheque, and saves.
- The request should not be paid after all. Tick Block on the request. If a payment was already made from it, reverse the payment first.
What it is connected to
- Payment: raised from the request.
- Vendor Invoice: what the request clears.
- The Payment Release Advice report and the Payment Request list are on Lists and reports.
If something looks wrong
- The Adjustments and Payment Fee tabs show nothing. Their grids are not set up for this screen. Put adjustments and fees on the Payment instead.
- "Payment Request - Transaction Journal (...) is not configured or not allowed for Payment Request processing." Use a journal marked to work through payment requests.
- "Payment Through Mandatory" Add at least one payment method line.
- "No payment request row is selected. Please select at least one row." Tick Selected on the clearings to request.
- "Clearings - LineID: ... Invoice: ... Request of Amount (...) is already created. Remaining Amount for request is (...)" Earlier requests already cover part of this invoice.
- "Clearings - LineID: ... Clearing Amount: ... cannot exceed Balance Amount: ..." Lower the amount.
- "This Payment Request is blocked and can no longer be changed." It is blocked.
- "... - Transaction Amount (...) cannot be less than the Payment Amount already made (...)." You lowered a line below what has already been paid against it.
- "Cannot block this Payment Request because a Payment exists against it that has not been reversed." Reverse the payment first.
- "Cannot delete record because it is referred in Payment." A payment was raised from it.