Ent. Mgmt.: Perfecting Your Payment Proposal - The Sequel

3 minute read time.

In my previous blog “Perfecting Your Payment Proposal”, I wrote about typical reasons why invoices are left out of the proposal. Now let's look at a few Payment Proposal general processing fun facts.

What determines which Payment entry type is used for the Payment proposal?

  • To be eligible for the Payment Proposal, the Payment entry type must have Auto proposal selected on the Steps tab.
  • Payment entry types are found under Setup, A/P-A/R accounting.

  • The Proposal program looks for a Payment entry type that is set to Auto proposal and matches your selection options such as Payment method. If you have more than one Payment entry type that is set to Auto proposal and matches your selection options, the function will pick the first one in the list alphabetically

  • The Method is set on the Payment entry type on the General tab

If I select a specifc Payment method in my criteria, how does the Payment Proposal find the Payment method for the invoice? I don't see the Payment method on the invoice screen.

  • You can actually find the invoice’s Payment method by clicking Open items on right panel of the invoice. This calls the Open item edit screen.

  • The Payment method is initially populated from the Payment Term. If you view my example's CH30NET Payment Term under Common data, BP tables, you will see the Payment method associated with it is CHQ.
  • Note: you can change the Payment method on the Open item edit screen, even if the invoice is posted.

How do I filter the options in Payment Proposal? I find that the Advanced Selection for Payment Method doesn’t work. For example: I uncheck All payment methods then tab to the Payment method field. In the Payment method field, right click to open the menu.  Select Advanced selection. The Advanced object selection window opens. I want, to be able to run the proposal for all Payments methods that are not CHQ . For Code, I change the Operator to Not equal to and enter CHQ in the Value field. Click OK  and the Selection window opens without the CHQ value. There is no way to select a range. I can only select one payment method at a time.

  • The Advanced selection does not act to filter the data being processed. The Advanced selection can only be used to filter the items displayed on the Selection screen.

If there any way that don't have to key in all the information on the Payment Proposal?

  • You can create a Memo with your desired options and reuse it via Recall.
    • Creating a memo inside the Payment Proposal function:
      1. Enter in the information in the fields that need to be defaulted.
      2. Click on Memo on the right panel.
      3. Enter a new Memo code and click OK. This will save the Memo.
    • How to use the saved Memo:
      1. Open the Payment Proposal
      2. Click on Recall on the right panel.
      3. Select the appropriate Memo code.
      4. Click Ok.
    • Note: If the Memo code is saved as STD, the default information saved will automatically open each time the Payment Proposal function is opened.

After doing an accounting cancellation, why isn't the invoice selected when I run the Payment Proposal?

  • When you do an accounting cancellation on a payment, the status will change from “In the Bank” to “Entered” and the payment is available to be printed without running another Payment proposal.
  • The payment entry needs to be deleted completely for those invoices to be selected again for payment.

When I run the Payment proposal, all the invoices have Yes in the Select field. I would prefer to have it default to No. What can I do that the Select defaults to No?

  • Deselect the Default selection field on the Generation tab so that the Select field defaults to No

If I accidently close the Payment proposal log, is there anything I can do to recover it?

  1. Go to Reports, Reports, Log reading
  2. You can enter the Log Number in the File number field or click the magnifying glass to search.
  3. If you don't have the log number and need to search, you can do a quick selection on the Comment field.
    • Use Contains as the filter and search on Payment Proposals which will bring up all the logs.
  • Thank you for these tips on on the payment proposal function.  I have a question in regards to over payment open items in X3.  So in our business we have a particular supplier that is strictly prepaid(PO's).  Most of the time the prepaid amount ends up being more than the actual invoice(Purchase Invoice) which often leaves us with an open item in X3 to take as sort of a credit.  Is it possible to have these show up in the payment proposal screen(without code customization) along with the other PO due or is our only way of applying these through the Manual Check screen on the detail line level?

    Our main issue is that we get so many of these that it becomes tedious to have to check for over payments every time on the payment screen.  On top of that the PO's we have already paid show up in the same manner with the over payments to take so its hard for our AP team to tell the difference sometimes.  Any tips would be great, thanks!