EPO – Payment batch
User manual
Table of content
Introduction
Glossary
Web application
Dashboard
Payment batch
Creating and submitting a payment batch
Submitting the payment batch
Pending
Approved
Processing and downloading the payment batch bank file
Rejected
Introduction
This user manual explains the payment batch module inside the Asamco platform.
Glossary
Abbreviation |
Explanation |
EPO |
E-Procurement Online |
PB |
Payment batch |
The status symbols are as follows:
= EPO module (This button takes you directly into the E-Procurement Online app)
= Payment batch module (This button takes you in the PB creation)
= PDF report (This button generates the PDF document report when clicked)
= Email report ( This button allows you to email the PDF document report)
= Submit the PB (This button allows you to submit the PB)
Web application
Sign into the Asamco portal using this link: {+}https://asamco-portal.azurewebsites.net/#!/auth/login+
You should see the login page displayed as shown below:
Fill in your username and password and you will now be logged into the portal. Note that as the portal is developed the appearance might change slightly. 
After logging in please select the relevant organisation you want to work in. For this user manual we will be selecting the Asamco (demo) organisation.
Click on the Asamco (demo) organisation and you will be presented with the companies and the connected applications that are linked to each company.
After clicking on the Asamco B.V. company, you will be presented with an overview of all the connected applications linked to that company. The connected applications you can see here are managed by permissions that are assigned by the organisation's administrator.
To submit a new payment batch please open the EPO application.
Dashboard
The first screen you will see after logging in is the "Dashboard". You can click on "payment batch" button on the dashboard or the "payment batch" node on the left tree menu (see below). Note that depending on permissions you might have more or less icons available on your dashboard.
Payment batch
After you have clicked the "payment batch" button you will see the following screen displayed:
Creating and submitting a payment batch
Fill out the filters on the screen to create a new PB. The overview below provides an explanation on the various filter options:
Select a bank account |
Select the bank account you are going to pay from. |
Default transaction date |
Set the transaction date for PB. |
Disable transactions with equal reference |
Ticking this box does not allow you to use duplicate references in the PB. When you leave the checkbox unticked, you can use the same reference for multiple lines. |
From supplier / To supplier |
Set the "From" and "To" supplier to filter on suppliers for which you want to create the PB. Leave these fields empty if you want to create the PB for all suppliers. |
Include suppliers on hold |
Tick the box to include suppliers that are set on hold. Leaving this checkbox unticked will filter out all the suppliers that are on hold. |
Include remittance Cheque EFTS |
Tick this box if you would like to send electronic payment batches to another supplier, typically using an electronic transfer or wire submission. |
Payment due date |
You can use this field to set the action date of the PB on a different date then the current date. |
Action date |
If this is set to "due date", the module will list all the transactions that are due on the date selected in the previous option. When the setting is set to "none", the module will not consider any ageing on the transactions and show all the transactions that have an outstanding balance. |
Click on "next" to create the PB. This will lead you to the "create PB" overview. This overview shows you all the outstanding transactions in the accounts payable module. As mentioned before, this can include multiple transaction types. The system will only list the transactions that have a remaining balance. The outstanding balance per transaction is shown in the second column. To include transactions in the PB , simply tick the checkbox in the first column for the transaction that you want to include in the PB. You will see that in the right upper corner (under the submit button) a batch total will automatically be accumulated.
After you have clicked next you will then be brought to this screen where you can select the suppliers you would like to include in the batch that you will be paying from. You will see the following headings in this screen including:
AccountName: The name of the supplier
BicSwift: The BIC and SWIFT code that are set on the supplier account
Iban/bank account number: The bank account for the supplier
ExtOrderNum: The external order number (if this was set on a PB)
Reference: The reference number of the specific PB
DocTotal: The total amount on the according batch line
Submitting the payment batch
To submit the PB click on the blue "paper plane" button in the top right of the screen as shown below. Note that when a workflow is enabled the PB will be submitted through the selected workflow, otherwise the PB will be booked directly.
Once your PB has been submitted the system will automatically generate a APB number (provided the settings in Sage 200 Evolution have been enabled) as you will see in this success notification message below: Click "Ok" and the pending batches tab will be displayed or click on "New" to create a new PB.
Pending
The following overview screen shows all pending batches, such as pending PB's that are not fully approved yet by the according parties. This is where a PB is first listed after you have just submitted it provided a workflow is configured
The buttons on the right of each document provide various courses of action:
- Download a PDF preview
- View the payment batch
Approved
When you go back to the left menu and locate "approved batches" you will see all the approved PB's. Click on it once to display the list of PB's. You will see a screen like the image below. The checkbox in the column called "processed" indicates whether this PB is processed to Sage evolution or not. Click on the blue "eye" button to view the PB in EPO.
Processing and downloading the payment batch bank file
After clicking on the view button, you will see a screen like the one below. During the approval workflow, documents previously selected for payment can be excluded from the PB (This is based on permissions). Using the tick boxes in front of the rows you can select the documents you want to approve for payment. Note that the other documents will be excluded from this PB and will be available again for being selected in another PB. After selecting the documents which are approved for payment. Note that by default all the lines will be selected for approval.
When you have opened the PB, you can check the information on the PB again. If you are happy with it, you can process it using the process button (highlighted in red). The payment is now processed to Sage.
To download the bank file, click on the approved PB next click on the "blue" eye button and you will now be presented with this screen (highlighted in red) as shown below. From here you can click on the download bank file button to download the csv formatted bank file.
Rejected
This overview screen shows all rejected batches. Note that like the other overview pages, this screen (by default) will only show the batches which are either rejected by you or are rejected batches you have submitted (see the image below). Note that depending on the permissions given by your organisation's administrator, you can either see in EPO. Please confirm this with the system administrator if you feel like you are missing records.
