Sage 200cloud e-Payments made easy
In this article, we're going to cover the following topics :
- Generating Suggested Payments
- Making changes to Sage 200cloud suggested payments
- Generating bank file & remittance advice
Generate Suggested Payments
When you are ready to run the Suggested Payments report (bank is set up, suppliers are set up and in the correct payment group) go to:
- Purchase Ledger > Period End Routines > Payment Processing > Generate Suggested Payments
- Enter the date for your remittance: e.g. 18/03/2021. This will be used as a cut-off date.
- If you want to pick up all over due invoices, leave the 0 in the box
- Click OK
Sage 200cloud will now generate a report for all supplier invoices that are over due, regardless of the payment group that the supplier belongs to.
You'll be asked if you'd like to see a report will all of the suggested payments on it. For this example, I'm going to select NO as I only want to see those that are in my e-Payments payment group.
Make Changes to Sage 200cloud Suggested Payments
To see what supplier invoices are being included in the payment file:
- Within the payment processing folder, select Report Suggested Payments
- Select the payment group for e-Payments
- Choose "Is" in the first dropdown and the e-Payment with email remittance in the 2nd dropdown
- Click OK
Just to show some examples of what can happen, only 2 invoices are being picked up here, totalling €450.00 but if I go back and check the Supplier account, there are 4 invoices outstanding as I can see the balance is €850.00.
Of the 4 listed on the Supplier account, my March invoice is not due yet, so is being omitted and the February invoice has a query against it so again, is not being picked up. If the query is resolved and ready to be paid, the query can be removed.
When I re-run the payments report they will still not be included.
To add in the queried invoice, I need to:
- Choose the Amend Suggested Payments option from my menu. Here I can see all invoices, that are on the account, even the March one that is not due to be paid yet.
- Choose the Supplier
To include an invoice that was not originally picked up:
- Enter the the payment amount in the payment column. In this example, its the amount on the Queried invoice from previous screenshot
- If you need to exclude a invoice from the payment file that was originally included, remove the value in the payment column
- If you want to exclude all invoices for a supplier, click Pay None - it will put the payment column to Zero
- If you want to pay all invoices for the supplier, Select Pay All. This will populate the values in the payment lines, regardless of whether the invoice is due not.
- Re-run the suggested payments report for e-Payment groups as per steps earlier and you will now see all of the invoices listed that you wish to pay by e-Payments.
Generate bank file & remittance advice
- Step 1: Generate file
Once you're happy with all payments that are being included, the next step is to generate the file that will be uploaded to the bank.
When the file is created, Sage 200cloud will also post the supplier payments back to the supplier accounts and allocate them to the invoices and will also generate a remittance advice for the supplier.
- Go to Generate Payments – if you want to pay 1 single supplier, enter the supplier account details.
- If you want to pay all suppliers on the report, click on Pay Multiple Supplier and it will look at all suppliers in the payment group
- Choose the Payment Group
- Select the bank they are to be paid from
- Enter remittance date and date of allocation for the transactions.
- 2nd Ref if required - SEPA
- Click OK
When the payments are generated, you will next see the payment confirmation. This will show how many payments are being included and the value of each of those.
- Click show details to see the suppliers being paid and the value. This can be printed for your records if required.
- Click OK
- Step 2: Generate Remittance
- Enter the execution date - this is the date you want the bank to take the money from your account.
- Enter the Bank Reference. NOTE: this field may appear as OIN number if you are an AIB or BOI customer
The file will be saved to the location on screen, and can be changed if needed. Ensure to choose somewhere that everyone who may need to see the file has access to.Click OK and a remittance will be generated (see below)
When the remittance is generated, it will go to my e-mail drafts.
- Click OK
And a file is saved that can then be uploaded to the bank.
Now if I go back to look at my Supplier Account and Click to Refresh and it will show a Zero balance.
Click on Transaction Enquiry, it will show that none of the invoices are outstanding and the e-Payment that has been made is listed as a transaction.
If I now go into Outlook and into my Drafts folder, the remittances are all listed and ready to be sent out.
- Step 3: Location of the bank file
The final thing to show is where the file has gone to. So if I go into the location where I saved the file to, it should be listed here and I can take this file, upload it to the bank and this will pay my suppliers.
And this is how to set up and process e-Payments in Sage 200cloud in a few easy steps
We've put together a quick step-by-step video to help you process your e-payments in Sage 200cloud.
About the author: Lisa Costello
Lisa works in our Envisage Support Team as one of our senior Sage 200cloud consultants. Having worked in Sage for a number of years prior to joining the Envisage team, Lisa brings a huge amount of experience with her and is very well equipped to assist our customers on a range of support topics and queries.