Creditors Process

Modified on Fri, 19 Jan at 12:05 AM

This article outlines the steps to process your creditors in bulk by EFT using a bank upload file.

To be able to export a file from LawMaster, you will need to create a directory on your computer where your files will be exported to. This is done in File Explorer as an example on your C: drive as e.g., C:\ExportFiles\Creditors. This directory will be used below when setting up your parameters.

Parameters

To be able to upload files to the bank, you need to ensure that the following has been set up in your parameters via the Menu bar, Parameters; Set Parameters tab

Bank Details – Accounting

From the Accounting menu select > Bank Details – Accounting. Select your general bank e.g. bank 11. Complete the Payment Authority No. field with your APCA number (which is obtained from your bank).

Export File Formats

From WP, Mail, Help & Printing select > Export File Formats (Type-FF).

Select CPAP – APCA File for Creditor Direct Deposits > right click and modify.

Field	Description
Code	CPAP
Description	APCA File for Creditor Direct Deposits
Delimiter	Depending on your bank, this can be tab or comma
Export Path	C:\ExportFiles\Creditors – being the directory you created
Filename Format	Options are <> or <>. The extension will need to be .txt for tab or .csv for comma depending on what was selected at the Delimiter field. E.g. <<SeqNo>>.txt (for tab)

Forms

Your remittance advice uses the PA – Creditors Remittance advice form. The setting for this is from Main Menu > System Maintenance > Forms > Fo rms Enquiry.

If you wish to send your remittances by email, you will need to modify the Forms Processing to show as SEND and if to be sent as PDF the Format Override.

Field	Description
Form Number	PA
Form File Name	This should be e.g., forms\pa.docx
WP Template	PA
Print/Send Option	SEND – if you wish to email otherwise select Review All
Review Option	NO-PROMPT
Save File No.	If you want the remittances to be saved to a subject file, enter the subject file number. Otherwise, they will be saved to the Entity – which is the recommendation.
Save as Folio:	Tick this field
Description of Form	Creditor Payment Advice
Email Addresses:
Format Override	PDF
Information Type	Leave blank
Document Upload	This will allow you to upload a new document if required

If you are sending by email, you can set an email Template. Select Set Templates in this screen to show the below:

Once the above have been set up you will now be able to proceed with processing your creditors by bank upload file and sending remittances by email.

Process

You input your payment vouchers using a payment method of D-Direct Bank Deposit (bulk) and with a similar due date. If you process your creditors run on a Tuesday, then set the Cheque Due Date to be the relevant Tuesday.

Generate Direct Bank Deposit Payment

If you have your Due Date set to the correct date and are ready to process your Creditors Run, go to the Main Menu > Accounting > Accounts Payable > Direct Bank Deposit Processing > Generate Direct Bank Deposit Payments.

NOTE: By running this process, the system will process any vouchers for the selected bank, with a payment method of D or E up to and including the selected due date. If there is a payment that is not to be paid, you can modify the due date or right click and select Hold on the voucher. This will give the voucher a due date of 31/12/9999. You can go back and Release the payment once you have processed your creditors - which will set the due date to be "today's date".

In the dialog box for the General Direct Bank Deposit Payments enter the following:

Field	Description
Bank No.	Bank number you are producing the payments for – see voucher screen.
Due Date	The due date of all vouchers you are paying. This needs to be the same date for all vouchers and the system will pick up any vouchers for the selected bank up to and including the due date entered that has a payment method of Direct Bank Deposit.
Processing Date	The date to be processed on the bank i.e., today’s date.

The Generate Direct Bank Deposit report will appear with a run number showing what is to be paid including the table and any errors.

Produce Direct Deposit File

Once you have confirmed the details in the above report are correct you can then Produce the Direct Deposit File from the Main Menu > Accounting > Accounts Payable > Direct Bank Deposit Processing > Produce Direct Deposit File:

Field	Description
Bank No.	Enter the bank number you generated the report for.
Run No.	Select the Run No. produced when generating the report.
Recreate File:	Leave as No. unless there was an error and you need to come back and produce the file again.

Upload file to Bank

You will need to review your banking system as to how you Import your payment files. You will then be able to navigate to the file created in the previous step.

Send Remittances

Send out remittance advices when ready. Go to Main Menu > Accounting > Accounts Payable > Direct Bank Deposit Processing > Print Payment Advices for Direct Bank Deposits:

Field	Description
Bank No.	Enter the bank number you generated the report for
Run No.	Select the Run No. that was paid.
Voucher Level	Leave as Voucher

This will then email out the remittances to those entities that were paid and have an email address. If there is no email address, then remittances will be printed.