How to-use-the-payment-wizard-in-sap-business-one

Long Business Systems, Inc. (LBSi)

Management Software Solutions

We help businesses manage for success

Cleveland – Columbus – Cincinnati - Pittsburgh

Using Payment WizardPresented by: Vicki Smith

� What does Payment Wizard do?

� Prerequisites prior to running

� Authorizations and licenses

� Selection and General parameters

� Running the Payment Wizard

� Payment Run document and report printing

What does Payment Wizard do?

� Generates incoming and outgoing payments in batches

� Checks and / or Bank Transfers

� Guides the user thru a step by step process

� Using Payment Wizard you can:

� Set the parameters to select only desired documents

� Pay or receive payments from multiple BP’s at once

Prerequisites prior to running

� The following must be set-up to run Payment Wizard:

1) Banks

2) House banks

3) Payment Methods

� You may also want to set-up the following:

1) Business Partner Priorities

Authorizations & licenses

� Review user authorizations

� Go to: Administration > Initial Settings > Authorizations> General Authorizations > Banking

� Payment Wizard can be performed by:

� Professional Users

� Limited Financials Users

Step 1 of 8: Payment Run Selection

� Select to run a new or saved payment run:



Payment Run Name: Enter name for your run or use system default name

Payment Run Date: Date that will appear on your checks

Next Payment Run Date: Enter next the scheduled run date,

* Use this date to filter transactions such as payment discounts

Payment Type: Select Incoming, Outgoing or both

Payment Means: Select payment means to use on run

Document Numbering Series: Specify numbering series to be used

Min. Payment Amount: Specify minimum for single transactions or leave blank

Bank File Path: Only used if selecting bank transfer

BP Reference Number: if checked will display BP document reference number will be

displayed instead of SAP document number

Step 3 of 8: Payment Run Selection List


Code From .. To: Specify a range of business partners or leave blank to consider all

Expanded Selection Criteria: Select the checkbox to display 5 additional selection criteria from

drop downs

*use to prioritize your payments using Business Partner > Payment

Terms > Priorities

Customer or Vendor Group: Select group from drop down list or leave blank to consider all

Include Vendor Debit and

Customer Credit Balances:

Check to include business partner with these types of balances.

Default is un-checked.

Add to List: Check to add business partners that meet criteria selected

Remove Entire List: Check to clear the entire list selected

Min. Payment Amount: Specify minimum for single transactions or leave blank

Bank File Path: Only used if selecting bank transfer

BP Reference Number: If checked will display BP document reference number will be

displayed instead of SAP document number



Selection Priority: Select from drop down list priority to sort transaction in run

Note: Does not filter any transactions, only sorts

Posting Date From.. To: Specify a posting date range to include transactions or manual journal

entries within that range.

Due Date From.. To: Specify a due date range to include transactions or manual journal

entries due within that range.

* If tolerance days are used they will be subtracted from the due “to

date” entered.

Apply to Cash Discount: Select checkbox to apply due date range to all transactions. Checkbox

is unchecked by default.

* When this box is selected the due date range would not apply to AP

transactions with cash discounts. It would consider AP transactions

with cash discounts outside of the due date range.

Tolerance Days: Specify the number of tolerance days subtract from the original due

date entered.

Min. Cash Discount: Specify minimum cash discount % to include or leave blank for all

Document Date From.. To: Specify a document date range to include transactions or manual

journal entries within that range.

Balance Due From.. To: Specify a balance due range to include transactions or manual journal

entries within that range.

Document No. From.. To: Specify a document number range to include transactions or manual

journal entries within that range.

Include Manual Journal

Entries:

Select to include manual journal entries. Box is checked by default.

Include Negative Transactions

with Cumulative Positive

Balance

Select to include negative transactions for business partners with an

overall positive balance. Box is checked by default.

Step 5 of 8: Payment Method Selection Criteria

� Check box next to type of payment being created

� Make sure that Max. Outgoing Amount is enough to cover selected transactions

�Note: Amount displayed will be balance of associated G/L account. If

needed change amount in Max. Outgoing Amount to cover the payment run

Step 6 of 8: Recommendation Report� Click Expand All to review detailed transactions recommended

� Click on checkbox to select or deselect transactions to pay

� Make partial payments by changing amount in Document Amount

� Make changes to discounts by changing amounts in Discount % and Discount Amount

� Click Non-Included Trans. to review any transactions excluded

� Double click on columns to sort your view

Step 7 of 8: Save Options

Step 7 of 8: Save Options

Save Selection Criteria Only: Saves selection criteria without the recommendation report.

*You can not make any changes to payment runs saved this way.

Save Recommendations: Saves both the selection criteria and the recommendations report.

Open transactions saved this way cannot be cleared in another

payment run. They are “tagged” in this saved run.

* You can select and deselect transactions in the Recommendations

window when loading the “Saved” run

Execute Payment Order Run: Used to generate outbound bank files without creating outgoing

payments. N/A

Execute Payment Run: Create payments and outgoing payment documents.

To Delete a Saved Payment

Run:

In Step 1: Payment Run Selection,

1. Click on Load Saved Payment Run,

2. Right click on the row of the run to remove,

3. Then right click and Cancel to remove

Step 8 of 8: Payment Run Summary and Printing

� Run any desired reports prior to printing checks

� Click on box for Checks and then Print to print checks

Document Printing Selection Criteria

� Select Checks for Payments

� Select To Be Printed

� Choose bank account

Print your checks

� Confirm checks selected are to be printed

� Validate that next check number displayed is correct to checks on hand

� Confirm check stock loaded into printer and then print

Confirm your checks

� Confirmed: checks printed correctly

� Damaged: checks damaged in printing and are automatically voided

� Unprinted: checks did not print, these check numbers can be reused

� Note: If checks were printed out of number order, they can be reassigned in the Check No. column

Thank you for taking time to participate in the SAP Business One User Group Meeting.

Please take a few minutes to respond to our survey and provide us with feedback and suggestions going forward.

o We are always looking for new clients to work with. And we would like

to find more clients and partners like you – companies that are

engaged, smart, and focused on their future.

o Can you help us out by referring LBSi to someone who could benefit

from our services?

Next Meetings:

o Tuesday, June 12, 2012

o Using Outlook Integration

o Tuesday, July 17, 2012

o Forecasting

Long Business Systems, Inc. (LBSi)

Cleveland – Columbus – Cincinnati –Pittsburgh

Contact Information:

Vicki Smith

Senior Consultant

email: [email protected]

Phone: 440-846-8500 ext 22

www.lbsi.com