Projects:AdvPaymentMngt/Test Scripts/Payables Flow

Contents 1 Payables Flow 2 Manual Payment Generation 2.1 Purchase Invoice Creation 2.1.1 Leave this amount as an underpayment 2.1.2 Overpayment not allowed 2.2 Make Payment Window 2.3 Payment Proposal 2.3.1 Generate Payments 3 Automatic Payment Generation 3.1 Simple Execution with Deferred Payment Method 3.2 Print Check Execution Process Payment Method 4 Payment Execution

Payables Flow

Joan is going to pay the less than the expected payments that are due. And marked this payment as Underpayment.

Let start with step by step flow to complete the above scenario.

You can achieve this payment using by automatic completion or manual completion of work flow using two scenario such as:

1. "Add Payment" button in Purchase Invoice.
2. "Make Payment" window

Manual Payment Generation

Purchase Invoice Creation

1. Go to "Procurement Management"
2. Navigate to Purchase Invoice by clicking on Transaction sub folder
3. Create an new invoice by clicking New button
4. Select the Organization as B12
5. Select the document type, for example, AP Invoice
6. Select the Business Partner, for example, Bell Phone Company
7. Once selected it will automatically populate certain fields like Partner Address, User / Contacts, Price List, etc. Verify all the auto loaded fields.
8. Select Payment Method from the drop down list. Example: Manual Wire Transfer
9. Click on Lines tab and create a new record by clicking "New" button.
10. Select the product, for example, Hat. If the product has Attribute value then set that value.
11. Enter the Quantity value as =100
12. Leave the Net Unit Price as its (27.00).
13. Select the tax as "Vat 16%" from the list.
14. Go back to Header and click Complete
15. The Message appears like Process completed successfully. Now you can see the button Add Payment button in the Purchase Invoice window.
16. Click on "Add Payment" button from the window. It will pop-up the "Add Payment" Window.

Please find below the "Add Payment" button screen shot.

Leave this amount as an underpayment

After the step 16, please continue with the following steps. This is an example for Making the below payment with respect to the expected payment amout. The remaining amount would be written off

• The Expected Payment field shows with the amount for example, 3132
• Enter the Payment amount for the respective invoice for example, 2000
• The difference amount would be displayed 1132
• From this window, select the option called "Leave this as an underpayment"
• Finally click on the Process button. Now the difference amount would be available for next due payment.

Please find below the "Leave this amount as an underpayment" screen shot.

Overpayment not allowed

In this section you are going to see the example that how the Overpayment is not allowed. Create one more purchase invoice with the following inputs and complete / process the same. Now you can see the Add Payment From Invoice button.

Input values are: Business Partner = Bell Phone Company Product = Donuts Quantity = 100 Tax = VAT 16%

Calculated values are Total Net Amount = 42 Total Gross Amount = 48.72

1. Click on the Add Payment from Invoice button
2. The current invoice has been selected and the expected payment amount shows 48.72
3. Enter the amount 70 as input value in the Payment amount field and press the tab key.
4. You will get the Error Message as "The value is out of a valid range"

Please find below the screen shot for the reference.

Make Payment Window

Let see one example, Joan is going to pay one more expected payments that are due using "Make Payment window" instead of "Add Payment From Invoice". Before navigating to Make Payment window, lets create one record in Purchase Order and one more record in Purchase Invoice. Take the input values as mentioned above for order and as well as for invoice.

After completion of Order or Invoice (don't click the button "Add Payment") navigate to Make Payments window under Financial Management >> >> Receivables & Payables >> Transactions folder / menu.

Please find below the screen shot - Make Payments Window

1. Once you click the window you will see the list of generated Payments from Purchase Invoice or Order. (In Grid View).
2. Now you can create the new Make Payment record by click the New Icon button.
3. Select the Business Partner that you have created recently.
4. Select the different Payment Method.
5. For example, select "Manual Wire Transfer" from the list, even though you have selected the Wire Transfer in Purchase Order / Purchase Invoice.
6. Save the record.
7. Click on Add Payment details button. It will pop-up the "Add Payment" window.
8. By default the Transaction type is selected as "Invoices", if you want to change to other type then please change to "Orders" otherwise "Orders or Invoices".
9. Select the orders or invoice from the list by clicking the check boxes.
10. And enter the amount for the order or invoices selected.
11. Select the options below to the total amount. (The option will display according to the difference amount)
12. For example, the option is selected in the below screen shot is Leave this as an underpayment.

Once you selected the option "Leave as an underpayment", click on the Process button. It will navigate to next window there you can select the Action Document Type for example, Process made payment(s). Now you can click on Ok button to complete the make payment process. Please see the screen shot below:

Payment Proposal

Here, Joan will create a payment proposal in which she selects a number of expected payments from different vendors. This payment proposal will then generate all payments.

After completion of Order or Invoice (don't click on the button "Add Payment") navigate to Payment Proposal window under Financial Management >> Receivables & Payables >> Transactions folder / menu.

Please find below the screen shot - Payment Proposal Window.

1. After see the above window, you can create the new Payment Proposal record by click the New Icon button.
2. Select the different Payment Method.
3. For example, select "Cash Deposit" from the list, even though you have selected the Wire Transfer in Purchase Order / Purchase Invoice.
4. Save the record.
5. Click on "Select Orders or Invoices" button. It will pop-up the "Add Payment" window.
6. By default the Transaction type is selected as "Invoices", please change to "Orders" otherwise "Orders or Invoices".
7. Select the orders or invoice from the list by clicking the check boxes.
8. And enter the amount for the order or invoices selected.
9. Select the options below to the total amount. (The option will display according to the difference amount)
10. For example, the option is selected in the below screen shot is "Leave this as an underpayment". Please see the screen shot below.

Generate Payments

Basically we have seen the Make Payment flow from the above secion. Now we are going to see the Generate Payments flow which is equal to Make Payment from Payment Proposal Window.

In other words, what ever we have created the proposal for the payment, we are going do the Make Payment process by clicking on "Generate Payment" button.

• Once you click on the button you will see the above screen shot and please click on Process button.
• Now you have generated the payment. Please look at the Payment No.

• To cross verify this payment, navigate to Make Payment Window, you will find the payment details. Please look at screen shot below.

Automatic Payment Generation

On selection of automatic type payment method, the add payment execution process will be completed automatically.

Note: The Payment Method setup will have option called automatic receipt and automatic withdrawal. Please refer General Setup.

Simple Execution with Deferred Payment Method

Here we are going to create one more purchase invoice by selecting the payment method type which has been setup as Automatic Simple Execution Process with Deferred option checked. Please refer the screen shot.

Apart from the above setup, also you should map the Payment Method for the Business Partners to whom you want to do the automatic payment process. To setup the mapping please refer General Setup. To check quickly, Click on Business Partner link from Master Data Management. Select one Business Partner example, McGiver then navigate to Customer Tab in that you will find Payment Method field select from the list Automatic Simple Execution Wire Transfer. Also navigate to Vendor Tab to map the Payment Method.

Please create one more entry in Purchase Invoice (refer the steps from 1 to 16 in the section 2.1) and there is no need of processing the payment generation using Add Payment button. After successful completion of Purchase Invoice i.e. clicking on Complete button, it will automatically creates the payment document.

Now its time verify the automatic payment document generation. Please navigate to Payment Plan tab for the invoice created, you can see the entry created in the tab. Also navigate to Payment Details (sub tab) which is under Payment Plan tab.

Print Check Execution Process Payment Method

Same as above but the execution type is different. So at the time of payment execution it will show one parameter field called Check No, in this we need to provide some value. Please refer the screen shot.

Payment Execution

This is an execution process to pay the outstanding payment to vendor(s) i.e. when the list of Make Payment document has Awaiting Execution status, those list of records will be displayed in this window.

Note: Please make use of the following Execution Type=Automatic and Execution Process=Print check simple process configured in Payment Method for example, Payment Method Name=Automatic Print Check Wire Transfer.

To test or work on this window, please follow the step:

Before start creation remember that don't click on Execute button after completion of invoice. Click Cancel.

1. Create a new Purchase Invoice with the organization B12.
2. Selection of Business partner should be the mapped with the below Payment method and Financial Account.
3. Select the Payment Method as Automatic Print Check Wire Transfer.
4. Fill up necessary details and complete the invoice (don't click on Execute button)
5. Click Cancel.
6. Then navigate to Financial Management || Receivables & Payables || Transactions || Payment Execution || Payment Execution.
7. Select the Organization for example, B12
8. Select the Payment Method and Financial Account should be same as above.
9. Select the option called Paid Out since it is a Purchase Invoice.
10. Click on Search
11. Now you will get the record the table.
12. Now you can click on Process button. To complete the Payment.

To verify the above payment, please follow the below step

1. Navigate to Make Payments please see the breadcrumbs Financial Management || Receivables & Payables || Transactions || Make Payments || Header.
2. Then select the record from the list with reference to Purchase Invoice - Document no which is displayed in description section.
3. Check the Status of the document it will be shown as Payment Received.