QRG Create Payment Details

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Purpose

The purpose of this quick reference guide is to step through the process of setting up Payment Details. The intended audience for this document is System Administrators / Standard Users. The Record Types explained in this QRG document are: Payee Australian Bank, Payee Cash, Payee Cheque, Payee International Bank and Payment Entity Australian Bank.

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Steps

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Set Up Payment Details - Payee Australian Bank

The Payee Payment Detail record holds the Payee’s payment information to which all payments for a Payee are made after processing a Pay Batch. Create a Payment Details - Payee Australian Bank record by following the steps below:

1. Go to the Payment Details object
2. Click the New button
3. Select the Payee Australian Bank record type and click the Next button (see Figure 1)

4. Populate the following required fields to provide the base details of the Payment Details record: (See Figure 2)
   1. Effective Date
   2. Status
   3. Payee
   4. Employee
   5. Sort Order
   6. Bank Account Branch Code
   7. Bank Account Number
   8. Bank Account Name
   9. Distribution Type
5. Populate the following optional fields as needed: (See Figure 2)
   1. To set an expiry date for the Payment Details record, populate the Expiry Date field. If left blank, no Expiry Date will apply. (See Figure 2)
   2. If the Distribution type is set to Fixed Amount, then populate the amount in the Fixed Amount field.
   3. If the Distribution type is set to Percentage, then populate the percentage in the Percentage field, followed by populating the percentage type in the Percentage Type field.
6. Click on the Save button. (See Figure 2)

7. A new Payment Detail record has been created ready for Payee payments to be deposited into (see Figure 3).

8. To modify an existing Payee Payment Details record, open the required record and select the Edit button available on the top right side of the page. You can also double click in any of the fields that need editing or just click on the pencil icon that appears within fields when you move your cursor over the field.
9. When complete, click on the Save button.

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Set Up Payment Details - Payee Cash

The Payee Payment Detail record holds the Payee’s payment information to which all payments for a Payee are made after processing a Pay Batch. Create a Payment Details - Payee Cash record by following the steps below:

1. Go to the Payment Details object.
2. Click the New button.
3. Select the Payee Cash record type and click the Next button (see Figure 4).

4. Populate the following required fields to provide the base details of the Payment Details record: (See Figure 5)
   1. Effective Date
   2. Status
   3. Payee
   4. Employee
   5. Sort Order
   6. Distribution Type
5. Populate the following optional fields as needed: (See Figure 5)
   1. To set an expiry date for the Payment Details record, populate the Expiry Date field. If left blank, no Expiry Date will apply (see Figure 5)
   2. If the Distribution type is set to Fixed Amount, then populate the amount in the Fixed Amount field.
   3. If the Distribution type is set to Percentage, then populate the percentage in the Percentage field, followed by populating the percentage type in the Percentage Type field.
6. Click on the Save button. (See Figure 5)

7. A new Payment Detail record has been created ready for Payee payments to be deposited to. (See Figure 6)

8. To modify an existing Payee Payment Details record, open the required record and select the Edit button available on the top right side of the page. You can also double click in any of the fields that need editing or just click on the pencil icon that appears within fields when you move your cursor over the field.
9. When complete, click on the Save button.

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Set Up Payment Details - Payee Cheque

The Payee Payment Detail record holds the Payee’s payment information to which all payments for a Payee are made after processing a Pay Batch. Create a Payment Details - Payee Cheque record by following the steps below:

1. Go to the Payment Details object.
2. Click the New button.
3. Select the Payee Cheque record type and click the Next button. (See Figure 7)

4. Populate the following required fields to provide the base details of the Payment Details record: (See Figure 8)
   1. Effective Date
   2. Status
   3. Payee
   4. Employee
   5. Sort Order
   6. Cheque Recipient
   7. Distribution Type
5. Populate the following optional fields as needed: (See Figure 8)
   1. To set an expiry date for the Payment Details record, populate the Expiry Date field. If left blank, no Expiry Date will apply. (See Figure 8)
   2. If the Distribution type is set to Fixed Amount, then populate the amount in the Fixed Amount field.
   3. If the Distribution type is set to Percentage, then populate the percentage in the Percentage field, followed by populating the percentage type in the Percentage Type field.
6. Click on the Save button. (See Figure 8)

7. A new Payment Detail record has been created ready for Payee payments to be deposited to. (See Figure 9)

8. To modify an existing Payee Payment Details record, open the required record and select the Edit button available on the top right side of the page. You can also double click in any of the fields that need editing or just click on the pencil icon that appears within fields when you move your cursor over the field.
9. When complete, click on the Save button.

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Set Up Payment Details - Payee International Bank

The Payee Payment Detail record holds the Payee’s payment information to which all payments for a Payee are made after processing a Pay Batch. Create a Payment Details - Payee International Bank record by following the steps below:

1. Go to the Payment Details object.
2. Click the New button.
3. Select the Payee International Bank record type and click the Next button. (See Figure 10)

4. Populate the following required fields to provide the base details of the Payment Details record: (See Figure 11)
   1. Effective Date
   2. Status
   3. Payee
   4. Employee
   5. Sort Order
   6. Payment Entity
   7. Distribution Type
   8. International Bank Name
   9. International Bank Address
   10. International Bank Country
   11. International Bank SWIFT/BIC
   12. International Bank Account Number (IBAN)
   13. International Bank Receiving Currency
   14. International Bank Recipient Name
   15. International Bank Recipient Address
5. Populate the following optional fields as needed: (See Figure 11)
   1. To set an expiry date for the Payment Details record, populate the Expiry Date field. If left blank, no Expiry Date will apply. (See Figure 11)
   2. If the Distribution type is set to Fixed Amount, then populate the amount in the Fixed Amount field.
   3. If the Distribution type is set to Percentage, then populate the percentage in the Percentage field, followed by populating the percentage type in the Percentage Type field.
6. Click on the Save button. (See Figure 11)

7. A new Payment Detail record has been created ready for Payee payments to be deposited into. (See Figure 12)

8. To modify an existing Payee Payment Details record, open the required record and select the Edit button available on the top right side of the page. You can also double click in any of the fields that need editing or just click on the pencil icon that appears within fields when you move your cursor over the field.
9. When complete, click on the Save button.

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Set Up Payment Details - Payment Entity Australian Bank

The Payment Entity Payment Detail record holds the Payment Entity’s payment information from which all payments for a Payee are made after processing a Pay Batch. Create a Payment Details - Payment Entity Australian Bank record by following the steps below:

1. Go to the Payment Details object.
2. Click the New button.
3. Select the Payment Entity Australian Bank record type and click the Next button. (See Figure 13)

4. Populate the following required fields to provide the base details of the Payment Details record: (See Figure 14)
   1. Payment Entity
   2. Effective Date
   3. Status
   4. Payment Method
   5. Payment Entity Bank Account Uses
   6. ABA File Include Balancing Line
   7. ABA File User Identification Number
   8. ABA File User Preferred Specification
   9. Bank Abbreviation
   10. Bank Description
   11. Bank Account Branch Code
   12. Bank Account Number
   13. Bank Account Name
5. Populate the following optional fields as needed: (See Figure 14)
   1. To set an expiry date for the Payment Details record, populate the Expiry Date field. If left blank, no Expiry Date will apply. (See Figure 14)
6. Click on the Save button. (See Figure 14)

7. A new Payment Detail record has been created ready for Payment Entity payments to be processed. (See Figure 15)

8. To modify an existing Payment Entity Payment Details record, open the required record and select the Edit button available on the top right side of the page. You can also double click in any of the fields that need editing or just click on the pencil icon that appears within fields when you move your cursor over the field.
9. When complete, click on the Save button.

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Field Descriptions

Bank Account Branch Code For Payees, the branch code of the Account that payments will be made into. For Payment Entities, the branch code of the Account that payments will be made from. Bank Account Name For Payees, the name of the Bank Account that payments will be made into. For Payment Entities, the name of the Bank Account that payments will be made from. Bank Account Number For Payees, the bank account number that payments will be made into. For Payment Entities, the bank account number that payments will be made from. Cheque Recipient For Payees, name to whom a cheque for payment should be made out to. Distribution Type For Payees, how the payments made will be distributed.

• Where Fixed Amount is selected, funds will be distributed to the value defined in the Fixed Amount field.
• Where Percentage is selected, funds remaining after any fixed amounts are taken will be distributed at the percentage rate defined in the Percentage field.
• Where Balance is selected, all unallocated funds will be allocated.

Effective Date For Payees, the date the Payment Detail will become effective. Payments to this record will not be made before this date. For Payment Entities, the date the Payment Detail will become effective. Payments from this record will not be made before this date. Employee is the Employee to whom the Payment Detail relates. Expiry Date For Payees, the date the Payment Detail will expire. Payments to this record will not be made after this date. For Payment Entities, the date the Payment Detail will expire. Payments from this record will not be made after this date. Fixed Amount For Payees, when the Distribution Type is ‘Fixed Amount’ this field defines the value to be distributed to the Payment Detail. International Bank Account Number For Payees, the account number of the International Bank Account that payments will be made into. International Bank Address For Payees, the address of the International Bank Account that payments will be made into. International Bank Country For Payees, the country of the International Bank Account that payments will be made into. International Bank Name For Payees, the bank name of the International Bank Account that payments will be made into. International Bank Receiving Currency For Payees, the currency that the payment into the International Bank Account will be made with. International Bank Recipient Address For Payees, the address of the recipient the international payments will be made into. International Bank Recipient Name For Payees, the name of the recipient the international payments will be made into. International Bank SWIFT/BIC For Payees, the SWIFT/BIC of the International Bank Account that payments will be made into. Payee is the Payee to whom the Payment Detail relates. Payment Details Name is the unique auto-numbered reference given to the Payment Detail record. Percentage For Payees, when the Distribution Type is ‘Percentage’, this field defines the percentage to be distributed to the Payment Detail after any Fixed Amount distributions are taken. Percentage Type For Payees, is required when the Distribution Type selected is ‘Percentage’, and details of this will be calculated on the Total Net value, or, the net value remaining after previous distributions have been applied. Sort Order is the order in which the Payment Detail records for this payee will be considered during Payment File creation. Status indicates whether the Payment Details record is currently Pending, Active, On Hold or Inactive.

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Further Information