Bank selector for payments

Transcription

1 Bank selector for payments Pulse Release Documentation Release Note ID Pulse Service Centre Number Foreign Currency Bank accounts per company - in 2018 ( ams-595) Module Component Financial Management Module Accounts Payable Date 08 Mar 2018 Module Financial Management Module - Accounts Payable Menu Selection Various Anywhere you can enter or pay an invoice. e.g.: Also: Vendor Enquiry New Payables Entry and Editing Print Cheques/Create EFT's Invoicing (D/P) Prompt Payments Release Note Details If you are using the new Vantage Bank Rec system, you may choose a bank account to pay from when paying invoices from A/P. Bank accounts may have different currencies to the G/L and the vendor. 3-way currency conversions are supported, through the base currency. Bank/broker F/X rates may be entered manually to override the system rates (eg from the RBA) Pre-payments (where a cheque/payment number is entered upfront) will ask for the bank account at invoice entry Historically, paying an invoice involved entering the statement/bank account details at the time of creating a payment run, this is now kept in Vantage Bank Rec The changes you will see are in the following areas: AP/DP Invoice Entry In invoice entry there are additional details that you will need to supply for prepaid vouchers. A prepaid voucher is still triggered by giving it a Payment/Cheque number. Once supplied you will be asked for the statement account the voucher was paid from.

2 In the example below we have a AP Invoice in USD that is going to be paid from a USD statement account. So in this instance you are not asked for any additional details. However, if you select a statement account whose currency is not that of the voucher then you will be also asked for a rate or amount. Below we have a USD voucher that is going to be paid from a AUD statement account. In this instance the it shows the amount that is going to be paid. When entering the details, you would have seen the below screen. Here you can enter the amount or rate, but not both. Also from here you have the option of using the <CHOICES> key to estimate a value or rate. This uses the currency conversion rates currently in the system. One important thing to mention is that if you are paying an invoice in the base currency then the details you enter here will be also used for the journals posted to the general ledger. Prompt Payment and Print Cheques/Create Payments This process is fundamentally the same. The main difference you will experience is that you will be asked for a statement account up front before you get to select the types of payments within that payment run. Once selected the screen follows the previous conventions where you can select the types of payment you will be processing.

3 As before answering YES to a payment type pops up another screen specifically for that type of payment. Below is an example of an EFT payment for a ECO Bank statement account. Here you can only update the bottom details that are particular to the payment run. The details at the top have actually come from the statement account and cannot be change. It also pays to mention that these screens are customised to the type of payment you are making and the type of interface stored against the statement account. Apart from this visible change the rest of the payment run remains the same. Various Supplier Enquiries Most of the supplier enquiries will drill down into an individual voucher. It s at this level that you will see additional details. Below we have a USD voucher that was posted into the general ledger in XFO (CFA Franc) and paid from a AUD statement account

4 Highlighted are the amounts and rates that have been used to post to the general ledger as well as to the statement account. You can also see that the rate was manually entered by the user lkadlec. If the value posted to the statement account was calculated from system currency rates, then you would not the user details. Another change that has been made in this area is the ability to quickly access the G/L Posting, G/L Payment and Payment File batches. Highlight any of these lines and pressing enter will take you into either the G/L Batch Enquiry or the Payment File Listing. Below are examples of both enquiries.

5 Setup Details Contact Pulse for full details and requirements on Vantage Bank Prerequisites include , Foreign Currency setup, Organisations, multi-stores and A/R databases merged into one if not already. You don t have to be reconciling your accounts but you will need to set up Financial Institutions and Statement Accounts as these two entities hold the details on how payments are produced. Institutions These are part of the Vantage Bank Reconciliation module where institutions are defined. It has been extended include the option of selecting the Interface Code, This code is used by Pulse to identify how payment files are created (EFT, Swift, BPay). Statement Accounts These are part of the Vantage Bank Reconciliation module and live under institutions. Each Statement Account holds the details on the type of payments that can be made, the currency of the account, the G/L control accounts used for journals and the additional details required to generate payment files (EFT, Swift, BPay).

6 Test Plan Test Description Testing involves the processing and paying of invoice in the various ways available: AP Invoice Entry (Pre-Paid) DP Invoice Entry (Pre-Paid) Prompt Payment Payment Run A selection of vouchers will need to be process with various combinations like and AUD invoice being posted to a USD G/L system that is paid by a EURO bank account. These then will need to be tracked through the 3 systems (AP, GL & BR) ensuring the correct values are being posted to them. At the same time checking that if there were any currency conversions that the correct rate was used and stored against the transaction. Test Plan Details In testing this process, we pay a mixture of vouchers with various currencies with various statement accounts. After each payment run we will check the details in within relevant system (AP, GL, BR). This includes the following: Checking the voucher details using the Voucher or Supplier Checking the Payment File details using the various utilities. This includes the validation of any reports and electronic files that are sent to the bank for processing. Checking the G/L against the relevant AP Control and Bank Control accounts. Ensuring the correct details (values, narrative, etc.) have been posted. Checking the Bank Rec details ensuring the correct details have been posted into the correct statement accounts. Checking that the VAT, WHT and other taxes are represented in the currencies in the correct proportion. This is mainly around the WHT or secondary tax process. # Feature /Test Scenario Expected Results Results Notes Pay 1 existing Cheque voucher where: 1.2. Pay 1 existing EFT voucher where: 1.3. Pay 1 existing Swift voucher where: 1.4. Pay 5 existing Cheque vouchers across 2 different vendors where: Voucher is posted into history and posted to the G/L and Bank Rec in the same values. Voucher is posted into values. EFT File is also correct and can be recreated Voucher is posted into values. Swift File is also correct and can be recreated Voucher is posted into with 2 records one for each vendor.

7 1.5. Pay 4 existing EFT vouchers across 2 different vendors where: 1.6. Pay a mixture of Cheque, EFT and Swift across different vendors where: 1.7. Pay a single Swift payment on one vendors where: 1.8. Pay a mixture of Swift payments across different vendors where: 1.9. Pay a Swift payment on a single vendor where: Pay a mixture of Swift payments across different vendors where: Pay a Swift payment on a single vendor where: Bank Cur = AUD with 2 records one for each vendor. EFT File is also correct and can be recreated each vendor. Both a EFT and Swift File is created with the correct values and can be recreated using the Payment File Voucher are posted into values. The Swift File is created with the correct values and can be recreated each vendor. The Swift File is created with the correct values and can be recreated with one record that is the total for the vendor. The Swift File is created with the correct values and can be recreated using the Payment File each vendor. The Swift File is created with the correct values and can be recreated each vendor. The Swift File is created with the correct values and can be recreated

8 1.12. Pay a mixture of Swift payments across different vendors where: Prompt Payments 1. Bank Cur = AUD 2.1. Prompt Pay a mixture of Cheque, EFT and Swift across different vendors where: 2.2. Prompt Pay a mixture of Swift payments across different vendors where: 2.3. Prompt Pay a mixture of Swift payments across different vendors where: 2.4. Prompt Pay a mixture of Swift payments across different vendors where: Invoice Cur = AUD 3. Invoicing (Accounts Payable) 3.1. Enter a voucher that is not prepaid 3.2. Enter a prepaid each vendor. The Swift File is created with the correct values and can be recreated each vendor. Both a EFT and Swift Batch is created with the correct values and a file can be created using the Payment File each vendor. Both a EFT and Swift Batch is created with the correct values and a file can be created using the Payment File each vendor. Both a EFT and Swift Batch is created with the correct values and a file can be created using the Payment File each vendor. Both a EFT and Swift Batch is created with the correct values and a file can be created using the Payment File Invoice entry works as normal with no differences record and available to be seen in the Supplier Enquiry/Voucher G/L is updated correctly.

9 3.3. Enter a prepaid 3.4. Enter a prepaid amount where: 3.5. Enter a voucher that is not prepaid 3.6. Enter a prepaid voucher where the bank currency matches the invoice: 3.7. Enter a prepaid 3.8. Enter a prepaid amount where: 3.9. Enter a prepaid Bank Cur = AUD Invoice entry works as normal with no differences record and available to be seen in the Supplier Enquiry/Voucher G/L is updated correctly. NOTE in this instance the G/L amount may not equal the bank amount. NOTE in this instance the G/L amount may not equal the bank amount.

10 3.10. Enter a prepaid amount where: 1. Bank Cur = AUD Post batch of a mixture of prepaid and normal vouchers. 4. Invoicing (Purchasing) 4.1. Enter a voucher that is not prepaid 4.2. Enter a prepaid 4.3. Enter a prepaid 4.4. Enter a prepaid amount where: 4.5. Enter a voucher that is not prepaid 4.6. Enter a prepaid voucher where the bank currency matches the invoice: Each voucher is posted correctly into AP History, GL and Bank Every voucher that had a different rate and or amount is posted separately even if it was on the same vendor (i.e. G/L Trans, Cashbook Entry). Invoice entry works as normal with no differences record and available to be seen in the Supplier Enquiry/Voucher G/L is updated correctly. Invoice entry works as normal with no differences record and available to be seen in the Supplier Enquiry/Voucher G/L is updated correctly.

11 4.7. Enter a prepaid NOTE in this instance the G/L amount may not equal the bank amount Enter a prepaid amount where: NOTE in this instance the G/L amount may not equal the bank amount Enter a prepaid Bank Cur = AUD Enter a prepaid amount where: Bank Cur = AUD Post batch of a mixture of prepaid and normal vouchers. Each voucher is posted correctly into AP History, GL and Bank Every voucher that had a different rate and or amount is posted separately even if it was on the same vendor (i.e. G/L Trans, Cashbook Entry) Cancel Payments & Renumber Cheques 5.1. Renumber a payment with the Vantage Bank Rec active Renumber a payment with the Vantage Bank Rec inactive Cancel a payment with the Vantage Bank Rec active and post cancelation batch. The payment numbers are change within accounts payable and the bank rec system have been updated with the new values. The payment numbers are change within accounts payable. The cancelation batch is posted with the correct reversing entries for the G/L and bank rec system. They should be identical to the original values just with the amounts reversed.

12 5.4. Cancel a payment with the Vantage Bank Rec inactive Payment File Utilities 6.1. Generate an ECO format EFT file with the Vantage Bank Rec active Generate an ECO format Swift file with the Vantage Bank Rec active Generate a Swift file that is not the ECO format (legacy test) with the Vantage Bank Rec active. The cancelation batch is posted with the correct reversing entries for the G/L. They should be identical to the original values just with the amounts reversed. The user cannot enter the statement account details and the file is created with the correct values for processing taking into consideration the currency on the statement account being used. The user cannot enter the statement account details and the file is created with the correct values for processing taking into consideration the currency on the statement account being used. The user cannot enter the statement account details and the file is created with the correct values for processing taking into consideration the currency on the statement account being used Cheque Reprints 7.1. Reprint a selection of cheques with the Vantage Bank Rec active Reprint a selection of cheques with the Vantage Bank Rec inactive. The payment numbers are change within accounts payable and the bank rec system have been updated with the new values. The payment numbers are change within accounts payable. User interaction and design