Next Generation - The Suggested Payment screen | Access Financials Help Centre

The Suggested Payments feature allows you to define an approval process for payment of Purchase Invoices and to create payment lists for processing.

Suggested Payments is particularly useful if the payments need to be created, approved and paid by different people. For more information, visit the How to use the suggested payment list article.

You can set up the payment approval in the Purchase Ledger Options within the System module which is security profile driven.

You can set a transaction to be on dispute directly by selecting the Dispute checkbox against the relevant transaction and you can also remove the dispute flag by clicking on the Dispute checkbox against the required transaction.

Note: You have to select the Save action card from the Action Panel to save the changes.

All of our enquiry type screens have the same look and feel and functionality for consistency purposes.

You can run enquiries against all records or just a specific record.
You can apply filters to ensure that only the transactions you're interested in are displayed in the enquiry window.
Access to enquiry windows is controlled by your Security Profile.

Note: When selecting a transaction, the Action Panel automatically opens from the right. If you are not ready with your transaction selection, you can close the action panel by clicking on the

in the middle of the panel and open it again by clicking on the

on the right-hand side of your screen.

The Suggested Payment is made up of the following sections:

Sections	Description
Record Count	Shows the number of transactions listed in the grid for the provided filter criteria. Updates depending on the filter criteria. Updates when you select transactions.
Search field	Search on Reference which is the same as the Invoice, Credit Note Number field or Payment, Debit and Credit Adjustment Reference field as well as Voucher Reference fields on Journals. Tip: You have to know the first few characters or numbers to be able to search as these searches are what we refer to as Begins With searches. You can search for the beginning of each word in the available quick search fields, no matter where they are. Example: If you wish to search for an Account Name of "The Access Group", you can now enter the words "The", "Access", or "Group" and Financials will intelligently find this result. Note: This search contains a Begins with search on each word, and is available for the Account Name and excludes the Header Reference.
Saved Filters List	A list of any saved filters that are available. Filters are saved using the advanced filter panel, for more information please refer to how to use the advanced filter.
Advanced Filter	Opens the Advanced Filter panel for advanced filtering. Number indicator displays the number of applied filter criteria to the enquiry list. For more information, refer to the advance filter.
Cog	Contains a list of actions which can be carried out on the enquiry. Configure Columns - Customise the displayed columns in the best order to suit your needs. For more information please refer to Configure Columns. Clear Criteria - Clears all the filter criteria that you have added directly for a column displayed. Doesn't clear the filter you have added to the Advanced Filter panel. Reset Sorting - Removes any sorting that you've set on all displayed columns. Reset Default Column Width - Resets all column widths to their default size. Export to Excel - All - Exports all the transactions for the columns displayed on the screen. If you wish to see all columns available on your export, you have to add all columns in the configure column option. The current limit is set at 500,000 rows to protect the performance. You can run several exports at the same time, even from the same screen and you'll be notified individually as each one is completed. Export to Excel Current View - Exports the currently displayed or loaded transactions and columns, the default is to load 100 transactions. If you wish to see all columns available on your export, you have to add all columns in the configure column option. Once you scroll past the 100th transaction, this loads another 100 transactions. This is done to make sure that you don't come across any performance issues when you have hundreds of thousands of records.
Hide Grouping	You can select to group by any column when this option is on by dragging a column into the drag and drop columns header for grouping field. You can group multiple columns. You can turn this option off to allow for more space for your transactions by clicking on Hide Grouping. You can turn grouping back on by clicking on Show Grouping.
The Grid	Default columns are displayed when the Suggested Payments screen opens. You can change by manually dragging and dropping the columns to where you want them or alternatively you can customise your columns using the Configure Columns. Each column is sortable, and you can sort on multiple columns at the same time. To sort on multiple columns, hold down the Shift key on your keyboard and click on the column you want to sort. You can filter on all the columns by pointing to the column label and clicking on the icon to open the filter window. You can increase and decrease the column width and the settings are saved for you so you to only have to do this action once. The Totals at the bottom right-hand side of the screen show the Outstanding balance and Remittance balance totals.
Hyperlinks - Code and Supplier Name	You can click on the hyperlinks on the account code or supplier name to view the supplier record. The record opens in View mode and if your security permissions has edit permissions, you can edit the supplier. If you don't have access to edit supplier records, instead of an Edit button, you will see a Close button on the supplier record.
Action Panel	Select the checkbox in front of a transaction to open it. The action panel opens on the right-hand side of the screen where you can access action cards. Note: The Action Panel opens automatically when selecting the first transactions, and if you manually close it, it will not open again on selecting other transactions, you will have to manually open it once you are done with the selections. You can do that by clicking on the button. The Actions tab displays all action cards that are available for your security permissions. On the Documents tab, you can upload, download, preview, delete, and view a list of documents for a transaction. For more information on how to use documents, please refer to Documents.

More information on the default displayed columns

Column label	Description
List Ref.	Contains any list references that you have previously saved against selected transaction or transactions. To delete existing list reference, click into the List Ref. field and use the backspace or the delete key on your keyboard. Note: Remember to save your changes by opening the Action Panel and clicking on the Save card.
Code and Supplier Name	You can click on the hyperlinks on the Code and Supplier Name to view the supplier record which depending on your security permissions opens in edit or view mode. If you don't have access to Suppliers option, the hyperlinks aren't visible on the enquiry screen.
Transaction Date	The date of the transaction that you posted.
Reference	The reference field of the transaction which is the same as the Invoice and Credit Note Number, or Payment, Debit and Credit Adjustment Reference field.
Transaction Type	The type of the transaction displayed.
Stage	Displays the relevant stage that the transactions are in. There are 3 stages depending on whether you have payment approval set up or not. No Payment Approval One Stage Approval Two Stage Approval
Allocated Value	The allocated value is populated with the outstanding value for the selected transaction. When not using payment approval, the Allocated Value is prepopulated with the outstanding value and can be changed by clicking into the Allocated Value field. Cannot be greater than the outstanding value of the transaction. Must match the sign of the transaction, i.e., you cannot enter a negative receipt value against a positive invoice. A remittance can only be raised for a transaction where the allocated value is not equal to zero.
Outstanding	The outstanding value for the selected or displayed transaction. When using Multiple Due Dates, this value will be the value of the payment for the relevant timeframe set up.
Settlement Discount	The settlement discount value is populated with the outstanding value minus the agreed settlement discount value for the supplier or the invoice. If there is a settlement discount added on the terms for the selected supplier or one has been added on the transaction, it prepopulates when selecting the transaction with the discounted value which you can manually edit. When no terms are assigned to the supplier, you can manually enter an ad hoc discount on the invoice which pulls through, and you can then edit manually. When no terms are assigned to the supplier or the invoice, you can manually enter an ad hoc discount. Settlement discount is not calculated when partially settling an invoice.
Dispute	You cannot process any transactions that have been placed on dispute. To be able to process these transactions, you must remove the disputed flag first. You can also place a transaction on dispute directly from the Suggested Payments screen by selecting the checkbox against the relevant transaction. You can enter a query reason or just click save on the Dispute Reason screen. To remove the dispute flag, just select the Dispute check box again.
Audit No.	A system generated number assigned to all transactions posted.
Sub Ledger	When sub ledgers are set up, this field is populated with the sub ledger assigned to the transactions and you must select transactions that are assigned to the same sub ledger to be able to process the remittance BACS.
Settlement %	Pulled through from the terms set on the supplier record and cannot be amended.
MDD	When Multiple Due Dates is unlocked on your database, and you have set MDD up on transactions, you can see the number of postings as a hyperlink. Clicking on the hyperlink opens the Multiple Due Date screen in view mode for more information. The Allocated value is prepopulated with the next payment value specified on the Multiple Due Date screen.

Next Generation - The BACS Export screen

Next Generation - The Remittance BACS screen

Next Generation - The Remittance Cheques screen

Next Generation - The Supplier Records screen

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