Selected Disbursements

OBJECTIVE

The Selected Disbursements function is used to enter payments to be made to suppliers.

PREREQUISITEs

Steps

maestro* > Purchasing > Purchasing > Payment > Selected Disbursements

Enter a selected disbursement

Select a Supplier

If a lien is linked to the selected supplier, the message Warning! Liens are attached appears.

For the message not to be displayed when a lien is linked to a supplier, uncheck the Lien Monitoring checkbox in the General settings, Purchasing menu, General sub-menu.

You can click the Display the next supplier with a balance (Shift+F4) or Display the previous supplier with a balance (Shift+F3) icon to facilitate searching.

Select a Project if the disbursement is for a specific project.
Click the Confirm supplier selection icon.

You can click the Enter a Global Discount icon to enter a discount amount that will be distributed to all of the invoices to be paid.

The All or Standard Balance fields let you see all balances or only standard balances. Standard balances only display invoices that have balances without holdbacks.

Field

Description

Balance

Amount of the balance to be paid.

Holdback

Amount of the holdback balance to be paid.

Advance

Amount of supplier advance.

Field	Description
Balance	Amount of the balance to be paid.
Holdback	Amount of the holdback balance to be paid.
Advance	Amount of supplier advance.

Enter the required information in the Detail tab:

Field

Description

Date

Date of the cheque.

NOTE: By default, the system displays the work date, but this can be changed.

Cheque No.

Cheque number.

NOTE: If the field is empty, the system generates the cheque number automatically according to the cheque counter in the Bank Accounts option.

NOTE: If a number is entered manually, the system does not ask you to print it and it can be printed again.

Supplier Paid

Supplier for which the payment is made.

NOTE: You can select a different supplier from the one that issued the invoice. The cheque is made out to the selected supplier, but the invoice in accounts payable remains saved with the original supplier. This function is useful for liens in which payment is made directly to a sub-contractor and where the remainder of the balance remains in the supplier's account.

Advance

Advance given to the supplier.

NOTE: A positive value is used to pay an advance to supplier and a negative value cancels the advance amounts paid to the supplier.

Interest

Amount of interest paid on an invoice.

Discount Rate

Discount rate applicable to the payment.

NOTE: If a rate was entered in Supplier Management, it is displayed when a disbursement of entered.

NOTE: You can select a discount from Early Payment Discount Codes by checking this option in Configuration.

Comments

Description for reference purposes.

NOTE: This comment is printed on the cheque stub of the standard system form.

Amount

Cheque amount.

NOTE: The amount displayed is calculated automatically based on payments entered in the table + deposits + interest - global discount.

Joint Cheq.

Name of another person, if this is a joint chequing account.

NOTE: When the cheque is printed, the names of the supplier and others could be print if you add the CHEQUECONJOINT variable in the cheque form.

Accounts section:

Field

Description

Bank

Bank account from which the payment will be made.

NOTE: The system displays the account entered by default in Supplier Management. If the field is empty, it displays the account in Configuration.

Discount

Discount account to be used.

NOTE: By default, the system displays the account from Configuration.

Advance

Accounts payable deposit account selected in Configuration for the general ledger.

NOTE: This field is used to create a deposit report by accounts payable department.

NOTE: By default, maestro* displays the account from Configuration.

AP

General ledger accounts payable account affected by the transaction.

NOTE: If Configuration in the Accounting and Purchasing and Procurement modules has been completed, the account is displayed by default.

This section is filled in by default if accounts have been entered in Configuration. However, an account can be modified when entering a transaction to assign the account only for the current transaction.

Supplier Additional Info section: The section lets you view additional information about the supplier from Supplier Management.

Breakdown section:

Field

Description

Invoice Date

Invoice date.

Due Date

Due date of the invoice.

Invoice No.

Invoice number.

Project No.

Project number.

Order No.

Number of the order associated with the invoice.

Balance

Balance of the invoice to be paid.

Payment

Amount of the payment.

Discount

Applicable discount.

Holdback Balance

Balance of the holdback.

Holdback Payment

Payment made on the holdback.

Seq

Invoicing counter number from Project Purchase or Invoicing.

Invoice Date

Actual date of the invoice.

Prefix

Prefix of the company responsible for the payment.

NOTE: Available in multidimensional mode only.

Currency

Currency of the invoice.

Comments

Comment displayed by the system if there is a problem with the transaction.

Lien

The box is checked in this column according to one of the following cases:

The invoices have a lien linked to the supplier and project (with no order);

The invoices have a lien linked to the supplier, the project, and the order (only the invoices linked to the order).

If the invoice has no lien, this box will not be checked.

Status

Status of the invoice to be paid.

The system identifies invoices for which the currency is different from that of the supplier in RED. You will have to change the currency of the supplier in Supplier Management to be able to process the transaction.

You can configure display colours based on the status of the invoice in Supplier Inquiry.

Paymentssection:

Field

Description

Holdbacks

The box must be checked if a payment is made on holdbacks.

NOTE: The holdback must be entered at the same time as the purchase.

Table

Used to enter the automatic payment based on the balance to be paid, excluding the discount. All of the invoices in the table will be processed.

NOTE: You can use the Shift+CTRL+F2 shortcut keys to activate this function.

Grid-Disc.

Used to enter the automatic payment based on the balance to be paid, including the discount entered in the Discount Rate field.All of the invoices in the table will be processed.

CAUTION! This mode does not apply discounts to the holdback amounts.

NOTE: You can use the Shift+CTRL+F3 shortcut keys to activate this function.

Grid - Total Disc.

Used to enter the automatic payment based on the balance to be paid, including the discount entered in the Discount Rate field.All of the invoices in the table will be processed.

NOTE: The discount will be calculated based on the total on each invoice, including holdback amounts.

NOTE: You can use the Shift+CTRL+F7 shortcut keys to activate this function.

Invoice

Used to enter the automatic payment based on the balance to be paid, excluding the discount. Only the invoice selected in the table will be processed.

NOTE: Does not include discounts.

NOTE: You can use the Shift+CTRL+F4 shortcut keys to activate this function.

Invoice-Disc

Used to enter the automatic payment based on the balance to be paid, including the discount entered in the Discount Rate field.Only the invoice selected in the table will be processed.

CAUTION! This mode does not apply discounts to the holdback amounts.

NOTE: You can use the Shift+CTRL+F5 shortcut keys to activate this function.

Inv.-Tot. Disc.

Used to enter the automatic payment based on the balance to be paid, including the discount entered in the Discount Rate field.Only the invoice selected in the table will be processed.

NOTE: The discount will be calculated based on the total on each invoice, including holdback amounts.

NOTE: You can use the Shift+CTRL+F6 shortcut keys to activate this function.

Field	Description
Date	Date of the cheque. NOTE: By default, the system displays the work date, but this can be changed.
Cheque No.	Cheque number. NOTE: If the field is empty, the system generates the cheque number automatically according to the cheque counter in the Bank Accounts option. NOTE: If a number is entered manually, the system does not ask you to print it and it can be printed again.
Supplier Paid	Supplier for which the payment is made. NOTE: You can select a different supplier from the one that issued the invoice. The cheque is made out to the selected supplier, but the invoice in accounts payable remains saved with the original supplier. This function is useful for liens in which payment is made directly to a sub-contractor and where the remainder of the balance remains in the supplier's account.
Advance	Advance given to the supplier. NOTE: A positive value is used to pay an advance to supplier and a negative value cancels the advance amounts paid to the supplier.
Interest	Amount of interest paid on an invoice.
Discount Rate	Discount rate applicable to the payment. NOTE: If a rate was entered in Supplier Management, it is displayed when a disbursement of entered. NOTE: You can select a discount from Early Payment Discount Codes by checking this option in Configuration.
Comments	Description for reference purposes. NOTE: This comment is printed on the cheque stub of the standard system form.
Amount	Cheque amount. NOTE: The amount displayed is calculated automatically based on payments entered in the table + deposits + interest - global discount.
Joint Cheq.	Name of another person, if this is a joint chequing account. NOTE: When the cheque is printed, the names of the supplier and others could be print if you add the CHEQUECONJOINT variable in the cheque form.

Field	Description
Bank	Bank account from which the payment will be made. NOTE: The system displays the account entered by default in Supplier Management. If the field is empty, it displays the account in Configuration.
Discount	Discount account to be used. NOTE: By default, the system displays the account from Configuration.
Advance	Accounts payable deposit account selected in Configuration for the general ledger. NOTE: This field is used to create a deposit report by accounts payable department. NOTE: By default, maestro* displays the account from Configuration.
AP	General ledger accounts payable account affected by the transaction. NOTE: If Configuration in the Accounting and Purchasing and Procurement modules has been completed, the account is displayed by default.

Field	Description
Invoice Date	Invoice date.
Due Date	Due date of the invoice.
Invoice No.	Invoice number.
Project No.	Project number.
Order No.	Number of the order associated with the invoice.
Balance	Balance of the invoice to be paid.
Payment	Amount of the payment.
Discount	Applicable discount.
Holdback Balance	Balance of the holdback.
Holdback Payment	Payment made on the holdback.
Seq	Invoicing counter number from Project Purchase or Invoicing.
Invoice Date	Actual date of the invoice.
Prefix	Prefix of the company responsible for the payment. NOTE: Available in multidimensional mode only.
Currency	Currency of the invoice.
Comments	Comment displayed by the system if there is a problem with the transaction.
Lien	The box is checked in this column according to one of the following cases: The invoices have a lien linked to the supplier and project (with no order); The invoices have a lien linked to the supplier, the project, and the order (only the invoices linked to the order). If the invoice has no lien, this box will not be checked.
Status	Status of the invoice to be paid.

Field	Description
Holdbacks	The box must be checked if a payment is made on holdbacks. NOTE: The holdback must be entered at the same time as the purchase.
Table	Used to enter the automatic payment based on the balance to be paid, excluding the discount. All of the invoices in the table will be processed. NOTE: You can use the Shift+CTRL+F2 shortcut keys to activate this function.
Grid-Disc.	Used to enter the automatic payment based on the balance to be paid, including the discount entered in the Discount Rate field.All of the invoices in the table will be processed. CAUTION! This mode does not apply discounts to the holdback amounts. NOTE: You can use the Shift+CTRL+F3 shortcut keys to activate this function.
Grid - Total Disc.	Used to enter the automatic payment based on the balance to be paid, including the discount entered in the Discount Rate field.All of the invoices in the table will be processed. NOTE: The discount will be calculated based on the total on each invoice, including holdback amounts. NOTE: You can use the Shift+CTRL+F7 shortcut keys to activate this function.
Invoice	Used to enter the automatic payment based on the balance to be paid, excluding the discount. Only the invoice selected in the table will be processed. NOTE: Does not include discounts. NOTE: You can use the Shift+CTRL+F4 shortcut keys to activate this function.
Invoice-Disc	Used to enter the automatic payment based on the balance to be paid, including the discount entered in the Discount Rate field.Only the invoice selected in the table will be processed. CAUTION! This mode does not apply discounts to the holdback amounts. NOTE: You can use the Shift+CTRL+F5 shortcut keys to activate this function.
Inv.-Tot. Disc.	Used to enter the automatic payment based on the balance to be paid, including the discount entered in the Discount Rate field.Only the invoice selected in the table will be processed. NOTE: The discount will be calculated based on the total on each invoice, including holdback amounts. NOTE: You can use the Shift+CTRL+F6 shortcut keys to activate this function.

Click Save.

After saving the transaction, the system asks whether a statement of disbursements should be printed if the number of invoices exceeds the printing capacity on the cheque stub. Otherwise, the question is not displayed.

When you close the option, the system displays a table of disbursements for which the disbursement statement is required.

Selected Disbursements

OBJECTIVE

PREREQUISITEs

Steps

Enter a selected disbursement

See also