Batch Disbursement

OBJECTIVE

The Batch Disbursements function is used to process all payments to be made to one or more suppliers, for a given project, in a single operation.

It is possible to create a batch disbursement per user. During the creation of a batch, if one or several batches of disbursements have already been prepared, maestro* will adopt one of the following behaviors, depending on the case:

If a single batch exists and it was created by the current user, this batch will be automatically displayed on the screen.
If one or several batches exist, the list of existing batches will be displayed on the screen indicating, for each, if it is possible for the current user to change them (the lots created by users who are under the responsibility of the current user are editable). The user may choose, at this time, to Change an existing batch, to Create a new batch or to Exit.

PREREQUISITEs

Supplier Management
Project Management
Bank Accounts
Chart of Accounts
Configuration
Purchase invoices must be transferred.

Steps

Process disbursements by batch

Select one or more Suppliers.
Enter the required information according to the specific requirements.

Fields followed by the * character are mandatory fields.

Field

Description

Disbursement Date*

Date of the generated disbursements.

Range of Due Dates

Range of due dates of the invoices to be processed.

Range of Invoice Dates

Range of invoice dates to process allows user to filter the transactions. The filter is based on the real invoice date.

Invoice Min. Balance

Minimum balance of the invoices to be processed.

Invoice Max. Balance

Maximum balance of the invoices to be processed.

Max. Disbursement Payment

Maximum amount of a disbursement.

Accept negative cheques

Used to generate cheques with a negative amount, if the box is checked.

Accept credits before due date

Used to accept credits before the due date, if the box is checked.

Project

Project number associated with the invoices linked to the disbursements.

Bank Account

Bank account for the payment.

NOTE: You can specify a bank account that differs from the default accounts in Supplier Management or Configuration.

Supplier Type

Used to filter disbursements by supplier type.

NOTE: You can create supplier types in Define Supplier Types.

NOTE: The type must be associated in Supplier Management to filter by type.

Payable Invoices Prefix

Let’s you enter a company prefix for which you want to pay invoices.

NOTE: If the field is blank, the system only pays the invoices of the current company.

NOTE: You can also enter a company mask to group multiple companies. For example: 1XXXXX makes the invoices to be paid available for all companies whose prefix begins with 1.

NOTE: Available in multidimensional mode only.

Field	Description
Disbursement Date*	Date of the generated disbursements.
Range of Due Dates	Range of due dates of the invoices to be processed.
Range of Invoice Dates	Range of invoice dates to process allows user to filter the transactions. The filter is based on the real invoice date.
Invoice Min. Balance	Minimum balance of the invoices to be processed.
Invoice Max. Balance	Maximum balance of the invoices to be processed.
Max. Disbursement Payment	Maximum amount of a disbursement.
Accept negative cheques	Used to generate cheques with a negative amount, if the box is checked.
Accept credits before due date	Used to accept credits before the due date, if the box is checked.
Project	Project number associated with the invoices linked to the disbursements.
Bank Account	Bank account for the payment. NOTE: You can specify a bank account that differs from the default accounts in Supplier Management or Configuration.
Supplier Type	Used to filter disbursements by supplier type. NOTE: You can create supplier types in Define Supplier Types. NOTE: The type must be associated in Supplier Management to filter by type.
Payable Invoices Prefix	Let’s you enter a company prefix for which you want to pay invoices. NOTE: If the field is blank, the system only pays the invoices of the current company. NOTE: You can also enter a company mask to group multiple companies. For example: 1XXXXX makes the invoices to be paid available for all companies whose prefix begins with 1. NOTE: Available in multidimensional mode only.

Click Accept. Maestro* prepares the disbursements according to the selected parameters and the BatchDisbursements window appears.

icons

Only the non-self-explanatory icons or those with special features are defined in the table below.

Icon

Title

Used to

New

Add a disbursement to a supplier that is not present in the batch.

Print (CTRL+P)

Print the selected disbursement statements.

To print all the disbursement statements, click on the dropdown menu on the print icon and select Print all disbursement statements.

Enter a Global Discount

Distribute a discount amount to all the invoices to pay for the vendor displayed on the screen.

Delete the batch in progress

Delete the batch disbursement completely.

Calculate the batch total

Display a window indicating the total amount of payments included in the batch.

Configuration

Configure the information that should appear on the status of disbursements and the batch disbursement display.

Icon	Title	Used to
	New	Add a disbursement to a supplier that is not present in the batch.
	Print (CTRL+P)	Print the selected disbursement statements. To print all the disbursement statements, click on the dropdown menu on the print icon and select Print all disbursement statements.
	Enter a Global Discount	Distribute a discount amount to all the invoices to pay for the vendor displayed on the screen.
	Delete the batch in progress	Delete the batch disbursement completely.
	Calculate the batch total	Display a window indicating the total amount of payments included in the batch.
	Configuration	Configure the information that should appear on the status of disbursements and the batch disbursement display.

Confirm the information in the batch on the screen.

Breakdown section:

Please refer to the Selected Disbursements option.

Payment section: