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Payment Forms

Use this function to print records from the Payment register. Please refer to the Printing Payment Forms and Cheques page for details of how to ensure this function complies with your requirements.

A printed payment form can be useful as documentation of the cheques you have issued from the program. If you write your cheques manually, this document can provide you with a valuable tool for reconciliation.

The Payment Form is unusual in that it will not necessarily be printed using the Form Template specified in the 'Form Definition' window as described here. If the Payment Mode quoted in the header of a Payment is one in which you have specified a Form Template on flip B, this Form Template will be used instead.

You can also print a Payment Form from an individual Payment record by opening it and clicking the Printer icon in the Button Bar (Windows/Mac OS X) or selecting 'Print' from the File menu (all platforms). This method of printing a Payment Form will behave as though the All and Payment per Supplier options are selected.

No.
Enter a Payment Number to print a single Payment, or a range of Payment Numbers, separating the first and last number with a colon (:).

Cheque No.
If you specify a Cheque Number here, it will be recorded on flip C of each Payment row in the Payments being printed, being incremented automatically for different Suppliers in each Payment record and for the next Payment.

Do not specify a Cheque Number if you are printing Payments where the Type of the Payment Mode is "Own Cheques" or "Received Cheques" as in these cases you should use other methods to assign cheque numbers.

Status
Use these options to choose whether to print all Payments in the range or only those that have not been printed before.

You can repeatedly print a Payment if it is not marked as Ordered. Such a Payment will retain its Unprinted status until you mark it as Ordered and print it again.

An Ordered Payment will lose its Unprinted status if you print it using this document and using the Cheque Documents document.

Use the All option only if you want to reprint Ordered Payments that have you have marked as OK. Take care when using this option not to issue duplicate cheques if you have incorporated cheques into the design of your Payment Form.

Function
These options control how many pages will be printed.
Payment per Supplier
A separate page will be printed for each Supplier included in a Payment record.

For example, if a Payment record pays two Purchase Invoices from Supplier 1 and one from Supplier 2, one page will be printed for Supplier 1 and a separate page will be printed for Supplier 2.

If you are printing a range of Payment records, one page will be printed for Supplier 1 for the first Payment record, and a separate page will be printed for Supplier 1 for the second Payment record.

Payment
A single page will be printed for each Payment record. Payments to different Suppliers will be listed together on the same page.
Sumup per Invoice
Usually the printed document will contain a separate row for each row in a Payment. If a Payment contains more than one row paying the same Purchase Invoice, use this option if you want those rows to be aggregated into a single row on the printed document.

For example, you may pay a Purchase Invoice partially in cash and partially by credit card in the same Payment record. If you print the Payment Form using this option, it will contain a single row for the total payment amount. If you do not use this option, the two partial payments will be listed separately.

You can only use this option together with the Payment per Supplier option above. It will have no effect when used together with the Payment option.
If you print a Payment that has not been Ordered, the text "Test Printout" will be printed diagonally across the page as a watermark. If you do not want this watermark, use the No Test Printout option in the Optional Features setting in the System module.

If you use this form to print from a Payment record that contains payments issued to more than one Supplier and you use the Payment per Supplier option, separate pages will be printed for each Supplier. If you use this option, the Payment Form behaves in the same way as the Cheque Document: please refer to the description of that form for details about the fields you can include in the Form Template. If you use the Payment option, a single page will be printed for each Payment so some fields will behave differently, as described below. As a result, you may need different Form Templates if you are likely to use both options at different times.

Listed below are the fields you can use when design the Form Template that will be used by the Payment Form when you print it using the Payment option. If you do not want to print the decimal places in numeric fields, choose the Cut Decimals option in the record in the Values in Text setting for the Language specified in the Company Info setting.

Field in Form TemplatePrints (from Payment record)
The following fields will print information from the header of a Payment record:
Bank TotalSum of the Invoice Values from each Payment row, converted to Base Currency 1 using the Exchange Rate for the Trans. Date
Current UserSignature of the current user
DayThe day from the Trans. Date. For example, the day from 2/1/2013 will be printed as "2"
From BankComment
From Bank AccountOwn Bank A/C
MonthThe month from the Trans. Date. For example, the month from 2/1/2013 will be printed as "1"
Month in wordsThe name of the month in the Trans. Date, taken from the record in the Days and Months setting in the System module for the Language of the Supplier or, if that is blank, the Language in the current user's Person record
Number of InvoicesNumber of Purchase Invoices being paid
Payment DatePayment Date
Payment ModePayment Mode
Payment NumberNo.
Payment Number for RussiaPrints the No. of the Payment with the first three characters removed
ReferenceReference
Registration DatePayment Date
Serial Number (Number Series)No.
Transaction DateTrans. Date
YearThe year from the Trans. Date. For example, the year from 2/1/2013 will be printed as "2013"
Row Fields (these print once per Payment row, so remember to specify a Line Height and to set the Format to "Matrix"). The "...in Text" fields will print phrases constructed using the relevant record in the Values in Text setting for the Language of the Supplier or, if that is blank, the Language in the current user's Person record or in the Company Info setting:
AmountInvoice Value (from flip B)
Amount for Bielaussian Payment FormInvoice Value, with an equal sign in place of the decimals and decimal separator (for example, 123.45 will be printed as 123=)
Amount for Russian Payment FormInvoice Value, with a dash as the decimal separator
Amount in TextPrints as a phrase the Invoice Value
Amount in Text, CentsPrints as a phrase the digits after the decimal point in the Invoice Value
Amount in Text, UnitsPrints as a phrase the first digit before the decimal point in the Invoice Value
Amount in Text, TensPrints as a phrase the second digit before the decimal point in the Invoice Value
Amount in Text, HundredsPrints as a phrase the third digit before the decimal point in the Invoice Value
Amount in Text, ThousandsPrints as a phrase the fourth digit before the decimal point in the Invoice Value
Amount in Text, 10 ThousandsPrints as a phrase the fifth digit before the decimal point in the Invoice Value
Amount in Text, 100 ThousandsPrints as a phrase the sixth digit before the decimal point in the Invoice Value
Amount in Text, MillionsPrints as a phrase the seventh digit before the decimal point in the Invoice Value
Amount in Text, 10 MillionsPrints as a phrase the eighth digit before the decimal point in the Invoice Value
Amount in Text, 100 MillionsPrints as a phrase the ninth digit before the decimal point in the Invoice Value
ANA CodeANA Code from the Contact record for the Supplier
Bank AccountTo Bank A/C (from flip H)
Bank CurrencyB. Cur. (i.e. Bank Currency) or, if blank, Base Currency 1
Bank NameBank Name from the Own Cheque record for the Cheque No.
Bank ValueBank Amount
Cheque NumberSer No. from the Own Cheque record for the Cheque No.
Cheques Serial NumberCheque No. (from flip C)
CommentText
Comment 2Text
CurrencyI. Cur (from flip B) or, if blank, Base Currency 1
Customer Comment (speclev)Comment from the Contact record for the Supplier ('Company' card)
Customer Registration No. 1Reg. No. 1 from the Contact record for the Supplier
Customer Registration No. 2Reg. No. 2 from the Contact record for the Supplier
Due Date
Delivery AddressName (if you are using the Organisation Name option in the Form Settings setting) and Invoice Address from the Contact record for the Supplier. This information will be printed on separate lines, so you should specify a Line Height for this field. Use the Form Settings setting to set the format of this field (e.g. to specify whether blank lines will be printed, whether parts of the address will be printed on the same line, etc.)
Delivery Address 2Name from the Contact record for the Supplier. This information will be printed on separate lines, so you should specify a Line Height for this field
Due Date of the Purchase Invoice being paid
Effective DateEffect Date from the Own Cheque record for the Cheque No.
Invoice Date 2Invoice Date of the Purchase Invoice being paid
Invoice No.No. of the Purchase Invoice being paid
Invoice Number 2Supp. Inv. No. of the Purchase Invoice being paid
Invoice Type (short)Type of the Purchase Invoice being paid (prints "1" for an Invoice, "2" for a Cash Note or"3" for a Credit Note)
Open Invoice ValueAny value that is still outstanding against the Purchase Invoice being paid when you print the document
Our Customer NumberTheir Customer Code from the Contact record for the Supplier
Our ReferenceReference Number (from flip G)
Our Reference (ourref) Bank Reference (from flip H)
Payment Mode, rowComment from the Payment Mode (from flip C or, if blank, from the header)
Prepayment NumberPrepayment No. (from flip D)
Received CurrencyS. Cur. (i.e. Sent Currency) or, if blank, Base Currency 1
Received ValueSent Value
Reference (Invoice) Reference from the Purchase Invoice being paid
Registration DateReg. Date from the Own Cheque record for the Cheque No.
SupplierNo. from the Contact record for the Supplier
Supplier Invoice NumberSupp. Inv. No. of the Purchase Invoice being paid
Supplier NameName from the Contact record for the Supplier
Supplier VAT Reg. NumberVAT Reg. No. from the Contact record for the Supplier
To Bank AccountTo Bank A/C (from flip H)
To PayInvoice Value (from flip B). If this figure is less than zero, the word "Void" will be printed
To Pay in TextPrints as a phrase the Invoice Value
To Pay in Base 1Invoice Value, converted to Base Currency 1 using the Exchange Rate for the Trans. Date
To Pay in Text in Base 1Prints as a phrase the Invoice Value, converted to Base Currency 1 using the Exchange Rate for the Trans. Date.
To Pay in Base 2Invoice Value, converted to Base Currency 2 using the Exchange Rate for the Trans. Date
To Pay Rus Payment FormInvoice Value, with a dash as the decimal separator. If this figure is less than zero, the word "Void" will be printed
VATVAT Value (from flip E)
VAT for Russian Payment FormVAT Value, with a dash as the decimal separator
VAT %, rowVAT percentage from the V-Cd (from flip E) (prints blank if the rate is 0%)
These fields print information from the record in the Banks setting for the Account Operator specified in the Contact record for the Supplier (these print once per Payment row, so remember to specify a Line Height and to set the Format to "Matrix"):
Bank Address 0First line of the Address
Bank Address 1Second line of the Address
Bank Address 2Third line of the Address
SWIFTBIC (SWIFT)
To BankName
To Bank 1Clearing
To Bank 2Account (IBAN)

Please refer here for details of the standard fields that you can also include in the Form Template.

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Forms in the Purchase Ledger:

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