How to set up remittances within Access Supply Chain.
What's the process if the payment is made externally?
The accounts dept want to use remittances as a method of recording and publishing this payment; afterwards.
Solution 1
1. Choose your processing method
Remittances are processed as either Cheques or BACS, each with its own list window, plus supporting options Print Cheques and BACS Export.
2. Allocation behaviour
On the General tab of System Configuration, decide whether to enable "Always allocate cash to the latest year/period of the selected transactions". Ticked, the allocation period defaults to the furthest-forward period; unticked, you can pick an earlier period.
3. Optional: Suggested Payments approval workflow
If you want invoices approved before payment:
Set approval levels on the Transactions tab of Purchase Ledger Configuration.
Grant approver rights via the user's Security Profile: open the tree to
Purchase Ledger → Transactions → Remittance → Suggested Paymentsand enable the approval-level options.
Once approved, invoices appear in the Remittance Cheques / Remittance BACS lists.
4. Stationery / documents
If you use remittance stationery that includes a cheque, select Remittance with Cheque in Document Configuration; the cheque prints with the advice and you enter the first cheque number at processing time. Note: suppliers with E-mail as their default destination won't get a remittance/cheque printed in this mode.
Set lines per page on the Stationery tab of System Configuration.
If not using cheque stationery, cheques are printed afterwards via the Print Cheques option.
5. For BACS
Enter bank details on the Supplier records; the BACS list only includes suppliers with bank details. BACS export file formats are defined in BACSExportFileFormats.xml.
Processing
In the Remittances list window, tick Pay on transactions (or use Select All per supplier), then Save & Close / Save & New to post the payment to Purchase and Nominal ledgers, print the advice, and auto-allocate.
Solution 2
The remittance process in ASC is fundamentally a recording mechanism; it posts a payment transaction to the Purchase and Nominal/Financials ledgers, allocates it to the selected invoices, and produces a remittance advice document. The cheque/BACS outputs are optional extras on top of that.
Recommended process for externally-made payments
1. Use the Remittances Cheques list window (not BACS; BACS stamps the payment as "awaiting export" status B, which would leave it sitting in the BACS Export batch).
2. Search, select the paid invoices via the Pay tick boxes / Select All per supplier, then Save to launch the output wizard.
3. In the Payment and Allocation Details step:
Leave both Printed Cheque and Manual Cheque unticked. With neither selected, no cheque is generated and no cheque number is written; the posting is a plain "Remittance" payment with no cheque status.
Set the Payment Date to the actual date the external payment was made (it defaults to the As at Date / today).
Set Payment Period and Allocation Date/Period to match when the payment actually occurred; important if you're recording after the fact and the payment belongs to a prior period.
Select the Bank purchase analysis matching the account the money actually left from; this overrides the supplier's default bank analysis.
4. Output Settings / Document List: choose the advice destination (printer, or email if the supplier has an email address; you can still "publish" the remittance advice to the supplier even though the money already moved). Finish posts the payments and flags them as printed.