Exact Globe+

Statistics on authorized payment

Introduction

While it is necessary to authorize payments that are made, it is also necessary to have all information pertaining to an authorized payment such as the person who authorized it, the date of authorization, the account name, bank account, and others. This improves accountability in an organization and errors can be immediately rectified if you have all the relevant information on authorized payment.

Menu path

Go to Cash flow ➔ Statistics ➔ Who authorized and click Display to view authorized payments.

Fields

You can filter the authorized payments that you want to display by defining your search criteria and clicking Refresh. The authorized payments and all relevant information pertaining to the authorized payments that match the search criteria will be displayed.

Prepayment

Select this check box to view prepayment transactions. Prepayment transactions are advanced payment created at Cash flow ➔ Payments ➔ Prepayments & Transfers.

To be authorized

Select this check box to view the payment that needs to be authorized. You can also authorize payment at Cash flow ➔ Payments ➔ Authorize.

Already authorized

This check box is selected by default and enables you to view payment that has been authorized. For authorized payment, the Authorized box in the cash flow process will have a green check mark to indicate that the payment has been authorized.

Payments in transit

Select this check box to view all payment in transit.

Matched

Select this check box to view the payment that has been matched to the relevant invoices.

Click this to show or hide the unmatched payment or receipt transactions in the lower pane of the result section.

Note: The and button will be available only if Show check box at the Payments and Receipts section is selected when defining the search criteria before displaying the results. The buttons will be hidden if PO/SO or Run number is selected at Group by.

Click this to display the Transaction field.

Group by

Select the required method to group the payment. You can choose to group by Details, Payment reference, Debtor, Creditor, Run number or PO/SO. By default, Details is selected.

Transaction

Select the type of payment transactions you want displayed. You can choose from payment transactions that relate to Purchase invoice, Purchase credit note, Sales credit note, Other, Payroll, or POS Sales invoice. By default, All is selected.

Process section

The four boxes on the left display the status of selected payments. A green check mark denotes a completed process whereas a red cross means the process is incomplete. You can also authorize and process a payment by selecting a payment and clicking the Authorized or Processed boxes. All boxes will only be displayed if Details is selected at Group by. On the right the Prepayment, To be authorized, Already authorized, Payments in transit, and Matched amounts will be displayed based on the check boxes selected if Details is selected at Group by. If any other option beside Details is selected, the To be received, To be paid, and Balance amounts based on the selected check boxes will be displayed.

Buttons

The following buttons will be displayed in the Advanced mode.

Summary

Click this to view the summary report of the payment transactions.

Card

Click this to view the debtor or creditor card. For more information, see Viewing creditor card.

Maintain

Click this to edit the debtor or creditor information. For more information, see Maintaining accounts payable.

Export

Click this to export the data to Microsoft Excel.

Block

Click this to block the payment transactions from further actions.

Simple/Advanced

Click this to switch between the simple and advanced criteria. Click Simple to hide the advanced criteria. Click Advanced to display advanced criteria.

Refresh

Click this to display the search results according to the defined criteria.

Note

Click this to add a new note or to view existing notes for the selected account. Type a note, click Timestamp (optional), Save and then Close to exit.

Details

Click this to view further details of the payment transaction.

Our ref.

Click this to view the complete transaction of the selected line based on the internal reference.

Your ref.

Click this to view the complete transaction of the selected line based on the customer reference.

PO/SO

Click this to view the purchase order and sales order of the selected payment transaction. For more information, see Overview of purchase orders and Overview of sales orders.

Match

Click this to match the invoices with the cash flow entries. For more information, see Matching payments or receipts to invoices.

Assign

Click this to assign Own account, Payment date, Payment method, or To Cash instrument to the payment transaction.

Group

Click this to group the selected invoices manually or automatically based on Payment reference, Payment date, Own account, Payment method, or To Cash instrument. (This is not necessary for a single debtor or creditor).

Select all/Deselect all

Click this to select or deselect all payments. Click Select all to select all payment transactions. This button then changes to Deselect all. Click Deselect all to clear all selected payment transactions.

Close

Click this to exit.