Step 1: Navigate to the Home page, use the Search box to find ‘Payment Journals'. Select the related Payment Journal link.
Step 2: On the Payment Journals page, Click the right hand “…” on the Batch line and pick the journal batch dedicated to payments and click OK, this will open the selected batch.
Step 3: Once you click on OK, the batch will open, and you can see the batch name as well.
- Make sure to check if there are any payment lines in that batch. If any payment lines are there make sure to contact your team to investigate the payment lines.
- An empty batch will have only 1 line and will have Account No. as empty and has a *mandatory sign on it.
Step 4: On the Header Tab, click on the Prepare section to see the Suggest Vendor Payments Option on the header Tab.
Step 5: Click on the Suggest Vendor Payments Action button to open another window.
Step 6: Enter the filters as shown in the screenshot above.
- Last Payment Date: Specifies the latest date for considering vendor payments. Only invoices with a due date on or before this date will be included in the payment suggestion.
- Skip Exported Payments: When enabled, payments that have already been exported (e.g. Already exported to BACS file or sent to Lloyds) will be excluded from the payment suggestions.
- Check Other Journal Batches: When enabled, the system checks other payment journal batches to avoid duplicate payments for the same vendor.
- Summarise per Vendor: Consolidates payments by vendor, resulting in a single line per vendor in the journal.
- Posting Date: Sets the posting date for all payment journal lines generated by the suggestion process.
- New Doc. No. per Line: Enable it to ensure that each payment journal line receives a unique document number.
- Bal. Account Type & Bal. Account No.: Make sure to set it to Bank Account and Current.
- Vendor Posting Group & Purchase Type: Enter Vendor & Standard to only include only vendors.
- If you cannot find the Vendor Posting Group and Purchase Type, click on the +Filter button to search for the field and select to get the options.
Exporting the payment lines to Bank
Step 7: Once you enter the filters as shown in Step 6, click on OK, to run the suggest vendor payments and get the suggested payments.
Once you run it correctly with the filters shown, you will have the suggested payment lines in your batch and your view will look like the screenshot below.
Step 8: Check all the lines and the amount to make sure everything is alright.
Step 9: Once all checks are done, on the header tab, click on request approval Select Send Approval Request - Journal Batch.
Step 10: After the Batch is approved, Go to the Bank Header Tab and click on Export to Lloyds.
Step 11: Confirm the warning message to export the payments to the bank.
This will export the payment lines to Bank as per the BACS file type.
The status of the payment files sent will be updated after 15 mins.
To view the status of the files if they have gone through, follow the process below.
Viewing the status of the files sent to the bank
After exporting the BACS file to the bank, make sure to wait for 15 minutes before checking the status.
Step 1: Navigate to the Home page, use the Search box to find ‘Lloyds Payment Lines’. Select the related Lloyds Payment Lines link.
The page opened will look like the screenshot below.
Step 2: The Status Column will display whether the payment was accepted or rejected.
Step 3: If the status shows Accepted - Settlement In-Progress, the payments have hit the bank and will show on the bank statement on the 3rd day for BACS payment.
Posting the Payment Journal Batch
Step 4: Once all the lines have been accepted, come back to the respective journal and the respective batch (as detailed at the start of this guide).
Step 5: Go to the Header Tab, Click on Home tab, then click on Post to register and post the payment batch.
Step 6: Once posted, your view will be like the screenshot below, you can view the same entries in the vendor ledger entries using the vendor ledger entries guide.
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