This article assumes that you have already processed the invoice through the Purchase Ledger Transactions screen and onto the the Hold/Charge or Transactions Files.

For guidance on entering invoice details into CPL, please refer to these guides.

Use the "PL Wait On Hold Release" option to control whether contractor payments include unreleased Hold File charges. Contact Support to configure this.

Reports

In all reports described in this article, click the arrow in the left-hand margin to access the Print or Export options:

If exporting the report, select the format in the Export to drop-down:

Accessing PL Payments

1. Go to the main Purchase Ledger tab.
   
   
2. Click on PL Payments in the action panel:
   
   
   
   
3. The PL Payments screen is displayed:
   
   
   
   

Selecting Payments

On the PL Payments screen, use the top fields to specify the contractor payments you want to make. Selections are not required for all fields, depending on your payment needs:

1. Development PL Bank: Select the bank account from which payments will be made using the drop-down menu.
   
   
2. To Date: Set the latest payment date using the calendar. It defaults to today, but you can select a different date.
   
   
3. Development Range: To target specific developments, use the From Development and To Development fields. Leave these set to --SELECT-- to include all developments.
   
   
4. Cashbook Reference: Enter a reference here if used by your company; otherwise, leave it blank.
   
   
5. Payment Type: Choose how you want to make payments:
   
   
1. BACS (Bankers Automated Clearing System) for electronic transfers.
   
   
2. Cheques for physical cheques.
   
1. If paying by cheque, input the starting cheque number when it appears.
   
   
   
   
3. Manual for ad hoc or partial payments. This option lets you:
   
1. Partially pay a single invoice or invoice share.
   
2. Exclude (allocate off) two equal but opposite invoices.
   
3. Overpay invoices. Overpayments can be useful for ensuring accounts are in credit ahead of Direct Debit payments, such as pre-emptively crediting a utility account before receiving an invoice.
   
   
6. PL Account: Select a specific contractor account or leave it at --SELECT-- to include all. Use the binoculars icon to search for an account.
   
   
7. PL Account Type: Select an account type or leave at --SELECT-- to cover all types.
   

After setting your preferences, click Get Payments to display matching transactions in the grid.

The system option "PL Payments Data Expiry Time" allows you to set a time limit for displaying a warning if the PL Payments window isn’t refreshed. If left empty, no warning will be shown.

Reviewing & Managing Payments

1. The Invoices tab displays a list of outstanding invoices. Each listing provides details such as Invoice No, Invoice Date, PL Account No, Total Amount owed, and if the amount has been suspended.
   
   
2. Tick the invoices you want to process for payment in the Make Payment column. Use the Select/Deselect All button to select or deselect all invoices for payment. This action will tick all invoices that are not marked as suspended:  
   
   

1. The Invoice Shares tab provides a detailed breakdown of invoices that cover multiple developments or apportionments.  While the Invoices tab displays the total invoice, the Invoice Shares tab shows how the invoice is divided among different areas.
   

1. Part-Payment Option: This tab is useful for making partial payments. For instance, if you want to pay for services rendered in one development but delay payment for another due to unavailable funds, you can choose to pay only the relevant invoice shares.

1. Payment Type: Make sure the Payment Type is set to Manual to enable paying individual invoice shares instead of the entire invoice.

1. PL Account Selection: When using Manual payment, you must select an individual PL Account in the designated field.
   
   
2. To pay an invoice partially, select Pay Invoice Share in the grid. The Share Amount To Pay column defaults to the outstanding share but you can amend it to the amount you wish to pay:
   
   

If the system options "Enable PL Payment Invoice Shares Row Colours" and  "PL Payments Invoice Share Highlight Default" are turned on, two checkboxes appear in the Invoice Shares tab:

1. Highlight All Charges to Selected Invoice
2. Highlight All Charges to Selected Development

Ticking either option means that when you select a row in the grid, all related rows with charges from the same invoice or development will be highlighted:

1. If you selected payment type BACS or Cheque, you've likely made all payments from a single bank account. The Bank Report shows where to transfer the money into your clearing account from.
   
   

1. The Nominal Transaction Date field defaults to today's date, but you can change it in the drop-down.
   
   
2. Click the Post Nominals button to ensure all bank transfers made within CPL are posted to the nominal accounts.
   
   
3. Once complete, a pop-up will provide a batch number.

1. Remit Print: 
1. Select your Payment Type and click Apply Filter:
   
   
   
   
2. The report will display the remittances.
   
1. To print them, click Print.
2. To export them, select a format in the Export To drop-down and click Export.
   
   
3. If they printed correctly, click Accept CHEQUE/Accept BACS (depending on what Payment Type was selected):
   
   
   
   
4. A pop-up will ask if you want to mark the report as accepted. Click Yes in the Accept pop-up and Yes in the Continue Confirmation pop-up to confirm that the remittances printed successfully. 
   
   
2. Remit Email: 
1. Verify the recipient information (Contractor Name, Email), then click View Report to preview the email content:
   
   
   
   

1. Once satisfied, click Accept. When all entries in the column display a green tick, a pop-up will confirm the successful completion of the process and the sending of all emails. Click OK:
   
   
   
   

You can define the email address from which PL BACS Remittance Emails are sent in the system option "Send Email Address for Remittances."

BACS Export

1. After processing a BACS batch of payments, click the BACS Export button to export the current batch.
   
   
2. Click Process to create a CSV file:
   
   
   
   
3. A pop-up will confirm the file path where the CSV file has been generated. 
   
   
4. Locate this file using the file path information and send it to your bank.
   
   
5. To perform this action for previous BACS payment batches, return to the PL Payments screen at any time, click on BACS Export and enter the batch number to create the relevant CSV file.

The system option "Group BACS Export by PL Account" allows you to choose whether exported payments are grouped by PL account or listed separately for each individual invoice payment.

At the bottom of the screen, reprint reports using the Reprint PL BACS/Cheque Reports:

1. Select the report in the drop-down menu.
   
   
2. Click the Reprint  icon to initiate printing.
   
   
3. Select filter options on the left and click Apply Filter.
   
   
4. Print or export the report: