LBSi presentation from May 2012 User Group on How to use the Payment Wizard in SAP Business One

1. Long Business Systems, Inc. (LBSi)
Management Software Solutions
We help businesses manage for success
Cleveland – Columbus – Cincinnati - Pittsburgh

2. Using Payment Wizard
Presented by: Vicki Smith
What does Payment Wizard do?
Prerequisites prior to running
Authorizations and licenses
Selection and General parameters
Running the Payment Wizard
Payment Run document and report printing

3. What does Payment Wizard do?
Generates incoming and outgoing payments in batches
Checks and / or Bank Transfers
Guides the user thru a step by step process
Using Payment Wizard you can:
Set the parameters to select only desired documents
Pay or receive payments from multiple BP’s at once

4. Prerequisites prior to running
The following must be set-up to run Payment Wizard:
1) Banks
2) House banks
3) Payment Methods
You may also want to set-up the following:
1) Business Partner Priorities

5. Authorizations & licenses
Review user authorizations
Go to: Administration > Initial Settings > Authorizations> General Authorizations > Banking
Payment Wizard can be performed by:
Professional Users
Limited Financials Users

6. Step 1 of 8: Payment Run Selection
Select to run a new or saved payment run:

7. Step 2 of 8: Payment Run Selection

8. Step 2 of 8: Payment Run Selection
Payment Run Name: Enter name for your run or use system default name
Payment Run Date: Date that will appear on your checks
Next Payment Run Date: Enter next the scheduled run date,
* Use this date to filter transactions such as payment discounts
Payment Type: Select Incoming, Outgoing or both
Payment Means: Select payment means to use on run
Document Numbering Series: Specify numbering series to be used
Min. Payment Amount: Specify minimum for single transactions or leave blank
Bank File Path: Only used if selecting bank transfer
BP Reference Number: if checked will display BP document reference number will be
displayed instead of SAP document number

9. Step 3 of 8: Payment Run Selection List

10. Step 3 of 8: Payment Run Selection
Code From .. To: Specify a range of business partners or leave blank to consider all
Expanded Selection Criteria: Select the checkbox to display 5 additional selection criteria from
drop downs
*use to prioritize your payments using Business Partner > Payment
Terms > Priorities
Customer or Vendor Group: Select group from drop down list or leave blank to consider all
Include Vendor Debit and Check to include business partner with these types of balances.
Customer Credit Balances: Default is un-checked.
Add to List: Check to add business partners that meet criteria selected
Remove Entire List: Check to clear the entire list selected
Min. Payment Amount: Specify minimum for single transactions or leave blank
Bank File Path: Only used if selecting bank transfer
BP Reference Number: If checked will display BP document reference number will be
displayed instead of SAP document number

11. Step 4 of 8: Payment Run Selection

12. Step 4 of 8: Payment Run Selection
Selection Priority: Select from drop down list priority to sort transaction in run
Note: Does not filter any transactions, only sorts
Posting Date From.. To: Specify a posting date range to include transactions or manual journal
entries within that range.
Due Date From.. To: Specify a due date range to include transactions or manual journal
entries due within that range.
* If tolerance days are used they will be subtracted from the due “to
date” entered.
Apply to Cash Discount: Select checkbox to apply due date range to all transactions. Checkbox
is unchecked by default.
* When this box is selected the due date range would not apply to AP
transactions with cash discounts. It would consider AP transactions
with cash discounts outside of the due date range.
Tolerance Days: Specify the number of tolerance days subtract from the original due
date entered.
Min. Cash Discount: Specify minimum cash discount % to include or leave blank for all
Document Date From.. To: Specify a document date range to include transactions or manual
journal entries within that range.
Balance Due From.. To: Specify a balance due range to include transactions or manual journal
entries within that range.
Document No. From.. To: Specify a document number range to include transactions or manual
journal entries within that range.
Include Manual Journal Select to include manual journal entries. Box is checked by default.
Entries:
Include Negative Transactions Select to include negative transactions for business partners with an
with Cumulative Positive overall positive balance. Box is checked by default.
Balance

13. Step 5 of 8: Payment Method Selection
Criteria
Check box next to type of payment being created
Make sure that Max. Outgoing Amount is enough to cover selected transactions
Note: Amount displayed will be balance of associated G/L account. If
needed change amount in Max. Outgoing Amount to cover the payment run

14. Step 6 of 8: Recommendation Report
Click Expand All to review detailed transactions recommended
Click on checkbox to select or deselect transactions to pay
Make partial payments by changing amount in Document Amount
Make changes to discounts by changing amounts in Discount % and Discount Amount
Click Non-Included Trans. to review any transactions excluded
Double click on columns to sort your view

15. Step 7 of 8: Save Options

16. Step 7 of 8: Save Options
Save Selection Criteria Only: Saves selection criteria without the recommendation report.
*You can not make any changes to payment runs saved this way.
Save Recommendations: Saves both the selection criteria and the recommendations report.
Open transactions saved this way cannot be cleared in another
payment run. They are “tagged” in this saved run.
* You can select and deselect transactions in the Recommendations
window when loading the “Saved” run
Execute Payment Order Run: Used to generate outbound bank files without creating outgoing
payments. N/A
Execute Payment Run: Create payments and outgoing payment documents.
To Delete a Saved Payment In Step 1: Payment Run Selection,
Run: 1. Click on Load Saved Payment Run,
2. Right click on the row of the run to remove,
3. Then right click and Cancel to remove

17. Step 8 of 8: Payment Run Summary
and Printing
Run any desired reports prior to printing checks
Click on box for Checks and then Print to print checks

18. Document Printing Selection Criteria
Select Checks for Payments
Select To Be Printed
Choose bank account

19. Print your checks
Confirm checks selected are to be printed
Validate that next check number displayed is correct to checks on hand
Confirm check stock loaded into printer and then print

20. Confirm your checks
Confirmed: checks printed correctly
Damaged: checks damaged in printing and are automatically voided
Unprinted: checks did not print, these check numbers can be reused
Note: If checks were printed out of number order, they can be reassigned in the Check
No. column

21. Thank you for taking time to participate in the SAP
Business One User Group Meeting.
Please take a few minutes to respond to our survey
and provide us with feedback and suggestions going
forward.
o We are always looking for new clients to work with. And we would like
to find more clients and partners like you – companies that are
engaged, smart, and focused on their future.
o Can you help us out by referring LBSi to someone who could benefit
from our services?

22. Next Meetings:
o Tuesday, June 12, 2012
o Using Outlook Integration
o Tuesday, July 17, 2012
o Forecasting

23. Long Business Systems, Inc. (LBSi)
Cleveland – Columbus – Cincinnati –Pittsburgh
Contact Information:
Vicki Smith
Senior Consultant
email: vicki@lbsi.com
Phone: 440-846-8500 ext 22
www.lbsi.com