Payment Preallocation MGGP

Pre-allocated payments are used to pay suppliers from an itemised statement sent during the statement period rather than an invoice. To use pre-allocated payments, the supplier must have a payment method that has Invoice/Pre-allocated set to Pre-allocated on the Payment Method screen MGAJ.

After the pre-allocated payment is entered you can pay it using a manual cheque or you can include it on a payment schedule.

After the payment is made the status of the payments is Fully Allocated or Partly Allocated. The status of the pre-allocated transaction is Unallocated until background process GHV runs. GHV matches the transaction(s) listed for the pre-allocated payment to transactions that have been entered in Data Entry. After the process runs, the status of the transaction(s) becomes either Fully Paid or Partly Paid.

To Add a Pre-allocated Payment

1. Enter Company, if different to the default, in the selection window and click Edit | Insert from the pull-down menu.
2. Enter the following fields on the Pre-Allocated Payments (Header) screen MGGP:
   1. Enter a Supplier code. Pre-allocated payments only apply to suppliers who have a payment method which represents payment by pre-allocated payments. When you click OK the first two lines of the supplier address are displayed.
   2. Enter the payment Reference number, up to 16 alphanumeric characters. This is usually an internally generated number and is different from the number of the check produced later. For example, the supplier's statement number. The system validates this entry by checking the database for the same transaction reference for this supplier.
   3. Enter the total payment Value. It must not be less than the minimum payments values defined on the Accounts Payable Company Controls screen MGAB or Supplier Purchasing Controls screen MPBD.
   4. If using ICA, enter an Element code. 
3. Click the Allocate button to allocate the payments.
4. Enter the following fields on the Pre-allocated Payments (Detail) screen MGGP:
   1. In Transaction Ref, enter a transaction that is to be assigned to the pre-allocated payment.
   2. Enter a transaction Type of 1 (Invoice) or 2 (Credit Note).
   3. Enter the transaction Date (for example, the invoice date).
   4. Enter the proportion of the total Payment Value to be allocated to the transaction.
5. Click the Update button to add the pre-allocated payment.

Cancelling a Pre-allocated Payment

1. Select the payment you want to cancel and click Edit | Cancel.

2. Click the Update button on the Pre-allocated Payments - Cancel screen MGGP to cancel the payment.

Screen Specific Actions (Header)

See also

Payment Preallocation List MGGO

Accounts Payable Home Page