Create Payment Order
Explanation
This activity is used to create a payment order from an acknowledged payment proposal. The payment order
contains output data on file or other media, depending on the selected payment method and its related payment
format. The said output type file can be saved in a secured location based on the IFS connect setup if Run Only
in Background option in Payment Formats per Company is enabled. The output type file can be
sent via Kyriba if the Send to Service Provider option in Payment
Formats per Company is enabled. What is defined on the Payment Format
page will be defaulted to here. However, the user is given control of this option in the New Payment
Order assistant. Payment advice per supplier can be printed depending on the setup in the
supplier's side. It is also possible to send a payment advice directly to a AP supplier contact of the
respective supplier when printing payment advice. The payment advice will be sent to supplier based on the output
media connected to AP supplier contact. Email, Mail to Fax, XML and Printout are the
output media supported for payment advice.
If payment method plans have been used and the payment order has been created, the payment proposal and the
connected payment method plan will be removed.
Prerequisites
- The supplier payment proposal must have been acknowledged.
- If the output type file must be created in a secured folder the Run Only in Background
option in the Payment Formats per Company should be enabled.
- If the output type file must be transferred via Kyriba, the Send to Service
Provider option in the Payment Formats per Company should be
enabled.
- If the output type file must be transferred via Kyriba, Routing Rules and Routing Addresses must be
configured according to the ISO20022 XML file Outbound integrations section of the following
technical guideline.
- The Generate Payment Advice option should have been set to "Yes" in the Payment
Formats per Company page for the required payment format in order to print the payment advices.
Note: In the Payment Formats per Company page, select the required payment format and click
Payment Formats if you want to select the Generate Payment Advice option.
- If you want to generate payment advices in batches based on output media and language set Payment Advice
as a Single Print Job option to "Yes" in the Payment Formats page.
- Open the Supplier page and select At Create Order or Depending on Format from the
Payment Advice list if a payment advice ought to be printed with the supplier payment order. If you select
At Create Order, the payment advice will be generated when creating supplier payment order without
checking for any specific condition. If you select Depending on Format, conditions for the respective
payment format should be satisfied in order to generate the payment advice when creating supplier payment
order.
- Select the name of the AP supplier contact and output media type from the AP Supplier Contact group
box in the Payment tab of the Supplier page if the payment advice need to be sent to
a supplier directly based on the selected output media.
The following prerequisites should be met in order to send the payment advice using output media:
- IFS/Print Server and IFS/Connect has to be installed.
- Print Server Archiving has to be enabled.
- The PDF_REPORT_CREATED event must be defined and enabled.
- If the payment advice should be sent as an Email, select E-mail from the Communication
Method field in the Supplier/Comm Method tab and specify the receiver's e-mail address in
the Value field for the respective supplier. The supplier's AP Supplier Contact should be
entered using list of values in the Supplier/Payment tab. And also select E-mail as the
output media type from the Supplier/Payment tab.
- If the payment advice should be sent using Mail to Fax, select Fax Server from the
Communication Method filed in the Company/Comm Method tab and specify the fax server in the
Value field for the company. In the Supplier/Comm method tab fax should be
selected as communication method and the receiver's fax number should be specified in the Value field
for the respective supplier. The supplier's AP Supplier Contact should be entered using list of values
in the Supplier/Payment tab. And in the Supplier/Payment tab select Mail to
Fax as the output media type.
- If the payment advice should be sent as an XML file, in the Supplier/Comm Method tab a
communication method and a corresponding value for the communication method should be added. The supplier's
AP Supplier Contact should be entered using list of values in the Supplier/Payment tab. And
in the Supplier/Payment tab select XML as the output media type.
System Effects
As a result of this activity, a payment order is created. Creating a payment order results in payment advices
generated in the Report Archive window as follows;
If the Payment Advice as a Single Print Job option is set to "Yes" in the Payment
Formats page;
- The system will distribute the payment advice to each supplier/payee based on the value connected to the
output media when the selected output media is Email or Mail to Fax.
- The system will generate a single xml file for all the suppliers/payees having the output media type
XML.
- The system will generate a single PDF file for all the suppliers/payees having the output media type
Printout.
- All the payment advices generated are grouped based on the output media and language of the supplier/payee
and shown in the Report Archive window.
If the Payment Advice as a Single Print Job option is set to "No" in the Payment
Formats page;
- The system will distribute the payment advice to each supplier/payee based on the value connected to the
output media when the selected output media is Email or Mail to Fax.
- The system will generate an XML file per supplier/payee for all the suppliers/payees having the output media
XML.
- The system will generate a PDF file per supplier/payee for all the suppliers/payees having the output media
Printout.
- All the payment advices generated per supplier/payee will be shown in the Report Archive
window.
There are no payments created within the system until the invoices and payments on account are removed from the
payment order using the Acknowledge Payment activity. Included invoices cannot be selected for payment when they
are included in a payment order.
Restrictions
Unicode Restrictions - File
Generation in Finance