--- title: "Payment Selection Batches - Field Definitions" canonical: "https://kb.myframeworks.com.au/space/FRAM/28404060/Payment%20Selection%20Batches%20-%20Field%20Definitions" format: markdown --- The **Payment Selection Batches** screen allows you to create, manage and process supplier payment batches. Payment batches group supplier stock and expense invoices for payment via direct credit or cheque. > ⚠️ **Important**: Invoices must have been posted to the General Ledger before they can be added to a payment batch. See [Stock Invoice Approval - Overview](https://sterlandsupport.atlassian.net/wiki/spaces/fwksproau/pages/520257553) for detailed information about the stock invoice approval process ## Screen Access From the **Frameworks Menu**, navigate to **Payables > Transaction Processing > Payment Selection Batches**. ## Screen Structure ![image-20260311-021555.png](media://3a8955c8-6894-4910-aacd-6893d6edadc7) The **Payment Selection Batches** screen is organised into five main sections: 1. **Search Options and Results Grid** - Search for and select payment batches. 2. **Batch Details** - View and edit the details of the selected payment batch. 3. **Maintenance Buttons** - Import statements, print, and process payments. 4. **Invoice Details** - View and manage the supplier invoices included in the selected batch. 5. **Command Buttons** - Create, save, delete and close payment batches. --- ## Search Options and Results Grid ![image-20260311-022134.png](media://039dc7dd-d6c0-49ef-a09c-dc1c99ea7cd1) The Search Options allow you to search for payment batches by batch number. The Results Grid displays all batches matching the search criteria. Click a **Batch** hyperlink in the Results Grid to load the batch details. ### Batch (Search) The **Batch** field in the Search Options allows you to enter a batch number to search for a specific payment batch. Leave the **Batch** field blank and click **Find** to display all available unprocessed batches. **Format:** Numeric | **Required:** No | **Editable:** Yes ### Find The **Find** button executes the search using the value entered in the **Batch** field. Click **Find** to populate the Results Grid with matching payment batches. **Action:** Click **Find** to search for payment batches. ### Batch (Results Grid) The **Batch** column in the Results Grid displays the batch number as a hyperlink. Click the **Batch** hyperlink to load the batch details into the **Batch Details** and **Invoice Details** sections. **Action:** Click the **Batch** hyperlink to load the batch details. **Format:** Numeric (hyperlink) | **Editable:** No (display only) ### Description (Results Grid) The **Description** column in the Results Grid displays the description entered when the payment batch was created. **Format:** Text | **Editable:** No (display only) ### Status (Results Grid) The **Status** column in the Results Grid displays the current status of the payment batch: **New** (newly created), **Finalised** (invoices added and ready for approval) or **Approved** (approved and ready for payment processing). **Format:** Text (status value) | **Editable:** No (display only) ### Pay Method The **Pay Method** column in the Results Grid displays the payment method configured for the batch (for example, "Direct Credit"). **Format:** Text | **Editable:** No (display only) ### Total (Results Grid) The **Total** column in the Results Grid displays the total amount to pay for all invoices in the batch. **Format:** Currency (two decimal places) | **Editable:** No (display only) --- ## Batch Details ![image-20260311-023657.png](media://d9dda912-dd93-484c-965c-212a1aaf44ca) The Batch Details section displays the configuration and status of the selected payment batch. Click a **Batch** hyperlink in the Results Grid or click **New** to display the Batch Details fields. ### Batch (Detail) The **Batch** field displays the unique system-generated batch number. The **Batch** number is assigned automatically when a new batch is created and cannot be modified. **Format:** Numeric | **Editable:** No (system-generated) ### Description (Detail) The **Description** field allows you to enter a descriptive name for the payment batch to help identify its purpose (for example, "Feb Payment 2026"). **Format:** Text (free text) | **Required:** No | **Editable:** Yes (when status is **New**); No (read-only when status is **Finalised** or **Approved**) ### Last User The **Last User** field displays the user ID of the last user to make changes to the batch. **Format:** Text (user ID) | **Editable:** No (display only) ### Payment Date The **Payment Date** field specifies the date all selected invoices in the batch are due to be paid by. The **Payment Date** is calculated by combining the invoice date and the supplier's trading terms. Click the calendar icon to select a different date. If the **Payment Date** is changed, any calculated fields for existing invoices in the batch are immediately recalculated and redisplayed for the new date. **Format:** Date (DD/MM/YYYY) | **Required:** Yes | **Editable:** Yes ### Payment Method The **Payment Method** drop-down menu sets the payment method for the batch. The available options are **Direct Credit** and **Cheque**. The **Payment Method** selected on the batch determines which supplier invoices are available for selection in the **Payment Selection Invoice Finder** window. Only invoices for suppliers configured with the matching **Payment Method** on the **Trading Terms** tab in **Supplier Maintenance** will appear: - Select **Direct Credit** to include invoices for suppliers paid by direct credit, credit card or BPAY. - Select **Cheque** to include invoices for suppliers paid by cheque. > ✅ For information about how each payment method is processed, see [Generate a Direct Credit Payment File](https://sterlandsupport.atlassian.net/wiki/spaces/fwksproau/pages/30509890) and [How to process a Credit Card payment for Suppliers](https://sterlandsupport.atlassian.net/wiki/spaces/fwksproau/pages/30509710). **Format:** Drop-down menu | **Required:** Yes | **Editable:** Yes (when status is **New**); No (read-only when status is **Finalised** or **Approved**) | **Related fields:** The **Payment Method** field on the **Trading Terms** tab in **Supplier Maintenance** must be set to the matching value for a supplier's invoices to appear in the **Payment Selection Invoice Finder** window. ### Batch Total The **Batch Total** field displays the total dollar amount of all selected invoices in the batch. **Format:** Currency (two decimal places) | **Editable:** No (calculated) ### Payment Company The **Payment Company** field displays the company that the payment batch belongs to. **Format:** Text (company code and name) | **Editable:** No (display only) ### Invoice Company The **Invoice Company** drop-down menu filters the invoices displayed in the **Invoice Details** grid by company. Select a specific company to display invoices for that company only, or select **All Companies** to display invoices across all companies. The **Invoice Company** field is visible when the batch status is **New** or **Finalised** and is hidden when the batch status is **Approved**. **Format:** Drop-down menu | **Default:** All Companies | **Editable:** Yes | **Visibility:** Visible when status is **New** or **Finalised**; hidden when status is **Approved** ### Status (Detail) The **Status** field displays the current workflow state of the payment batch. The status is progressed by clicking the action button displayed next to the **Status** field. The **Status** determines which fields are editable, which maintenance buttons are active and which actions are available. The status progression is: - **New:** The batch has been created. Click **Finalise** to progress the status to **Finalised**. While the status is **New**, the **Description** and **Payment Method** fields are editable. The **Import Supplier Statement** and **Unreconciled Statements** buttons are active. - **Finalised:** Invoices have been added to the batch and the batch is ready for approval. Click **Approve** to progress the status to **Approved**. The **Import Supplier Statement**, **Unreconciled Statements** and **Print** buttons are active. - **Approved:** The batch has been approved and is ready for payment processing. The **Approved By** field is automatically populated with the user who clicked **Approve**. Only the **Process Payment** button is active. **Format:** Text (with action button: **Finalise** or **Approve** depending on current status) | **Editable:** Via action button only (not directly editable) ### Approved By The **Approved By** field displays the user ID of the user who approved the payment batch. The **Approved By** field is blank when the batch status is **New** or **Finalised** and is automatically populated when a user clicks **Approve** to progress the batch to **Approved** status. **Format:** Text (user ID) | **Editable:** No (automatically populated on approval) --- ## Maintenance Buttons ![image-20260311-023902.png](media://86cbd04f-191b-4c6b-b84a-5ddaf09560c0) The Maintenance Buttons provide functions for importing statements, printing and processing payments. The availability of each button changes based on the batch status. | Button | New | Finalised | Approved | | --- | --- | --- | --- | | **Import Supplier Statement** | Active | Active | Inactive | | **Unreconciled Statements** | Active | Active | Inactive | | **Print** | Inactive | Active | Inactive | | **Process Payment** | Inactive | Inactive | Active | ### Import Supplier Statement The **Import Supplier Statement** button allows you to select and add imported supplier statements that have been reconciled to the payment batch. The **Import Supplier Statement** button is active when the batch status is **New** or **Finalised**. **Action:** Click **Import Supplier Statement** to select reconciled supplier statements for inclusion in the batch. ### Unreconciled Statements The **Unreconciled Statements** button displays a list of supplier statements that have not yet been reconciled. From the Unreconciled Statements list you can search by supplier. The **Unreconciled Statements** button is active when the batch status is **New** or **Finalised**. **Action:** Click **Unreconciled Statements** to view unreconciled supplier statements. ### Print The **Print** button allows you to print or email the payment selection report. The **Print** button is only active when the batch status is **Finalised**. **Action:** Click **Print** to print or email the payment selection report. > ✅ Refer to [Printing, Emailing or Faxing Stationery from Frameworks](https://sterlandsupport.atlassian.net/wiki/spaces/fwksproau/pages/30517140) for more information. ### Process Payment The **Process Payment** button processes the payment of selected invoices to suppliers via an ABA file (direct credit) or cheque payments. The **Process Payment** button is only active when the batch status is **Approved**. When the payment batch is posted, EDI 820 remittance advice files are automatically generated and exported for suppliers configured for EDI remittance. **Action:** Click **Process Payment** to generate the payment file and process supplier payments. --- ## Invoice Details ![image-20260311-024219.png](media://fbc25b9a-1252-4ce7-830c-8a5268739bea) The Invoice Details section displays the supplier invoices included in the selected payment batch. Click **Add Invoices** to open the invoice finder and select invoices for inclusion in the batch. Click **Edit Invoices** to modify the invoice selection. ### Add Invoices The **Add Invoices** button opens the **Payment Selection Invoice Finder** window where you can search for and select supplier invoices to add to the payment batch. The invoice finder displays invoices that have been posted to the General Ledger and are eligible for payment. **Action:** Click **Add Invoices** to open the **Payment Selection Invoice Finder** window. --- ## Payment Selection Invoice Finder ![image-20260311-024330.png](media://ccfe44da-674e-4d69-bc25-3d0bcd87cddf) The **Payment Selection Invoice Finder** window displays all posted supplier invoices eligible for payment. The grid is grouped by supplier, with a summary row for each supplier showing totals. Click the expand icon (+) next to a supplier row to view individual invoices for that supplier. Select suppliers or individual invoices using the checkboxes, then click **Use** to add the selected invoices to the payment batch. The **[SELECT ALL]** row at the top of the grid allows you to select or deselect all suppliers and invoices at once. ### Search Filters The following filters are available at the top of the **Payment Selection Invoice Finder** window to narrow the list of invoices displayed. - **From Supplier:** Enter a supplier code to set the start of the supplier range. Click the **Search** icon to open the **Supplier Finder** window. - **To Supplier:** Enter a supplier code to set the end of the supplier range. Click the **Search** icon to open the **Supplier Finder** window. - **Branch:** Select a branch from the **Branch** drop-down menu to filter invoices by branch, or select **All Branches** to display invoices across all branches. - **Supplier Group:** Enter or search for a supplier group code to filter invoices by supplier group. - **Due Date:** Enter a due date to filter invoices due on or before the specified date. Click the calendar icon to select a date. - **Invoice Number:** Enter an invoice number to search for a specific invoice. **Find:** Click **Find** to apply the search filters and refresh the grid. ### Supplier / Invoice The **Supplier / Invoice** column displays the supplier code at the summary level and the invoice number at the detail level. Click the expand icon (+) next to a supplier code to display individual invoices for that supplier. **Format:** Text (supplier code or invoice number) | **Editable:** No (display only) ### Name The **Name** column displays the supplier's name at the summary level. The **Name** column is blank at the individual invoice level. **Format:** Text | **Editable:** No (display only) ### Co. The **Co.** column displays the company code the invoice belongs to. The **Co.** column is displayed at the individual invoice level. **Format:** Numeric (company code) | **Editable:** No (display only) ### Brn. The **Brn.** column displays the branch code where the invoice was processed. The **Brn.** column is displayed at the individual invoice level. **Format:** Numeric (branch code) | **Editable:** No (display only) ### Inv Date The **Inv Date** column displays the date the invoice was issued. The **Inv Date** column is displayed at the individual invoice level. **Format:** Date (DD/MM/YYYY) | **Editable:** No (display only) ### Due Date (Column) The **Due Date** column displays the payment due date for the invoice, calculated from the invoice date and the supplier's trading terms. The **Due Date** column is displayed at the individual invoice level. **Format:** Date (DD/MM/YYYY) | **Editable:** No (display only) ### Invoice Value The **Invoice Value** column displays the total invoice amount. At the supplier summary level, the **Invoice Value** displays the combined total of all invoices for the supplier. At the individual invoice level, the **Invoice Value** displays the amount for the specific invoice. **Format:** Currency (two decimal places) | **Editable:** No (display only) ### Prev. Paid The **Prev. Paid** column displays any amounts previously paid against the invoice. **Format:** Currency (two decimal places) | **Editable:** No (display only) ### Held The **Held** column displays any held amounts on the invoice. **Format:** Currency (two decimal places) | **Editable:** No (display only) ### Discount The **Discount** column displays any discount amounts applied to the invoice. **Format:** Currency (two decimal places) | **Editable:** No (display only) ### Rebate The **Rebate** column displays any rebate amounts on the invoice. **Format:** Currency (two decimal places) | **Editable:** No (display only) ### Amount To Pay The **Amount To Pay** column displays the net amount to be paid for the invoice after deducting previously paid amounts, held amounts, discounts and rebates. **Format:** Currency (two decimal places) | **Editable:** No (calculated) ### Narration The **Narration** column displays the description or note recorded against the invoice. **Format:** Text | **Editable:** No (display only) ### Original Supplier The **Original Supplier** column displays the original supplier code if the supplier has been changed since the invoice was created. **Format:** Text (supplier code) | **Editable:** No (display only) ### Original Supplier Name The **Original Supplier Name** column displays the name of the original supplier if the supplier has been changed since the invoice was created. **Format:** Text | **Editable:** No (display only) ### P/Order Number The **P/Order Number** column displays the purchase order number linked to the invoice, if applicable. **Format:** Text (purchase order number) | **Editable:** No (display only) ### Creditor Reference The **Creditor Reference** column displays the creditor's invoice reference number as imported from the supplier's e-invoice file. The **Creditor Reference** value is populated for invoices imported via the **Import Mitre 10 Creditor Invoices** process. For manually entered invoices or invoices imported via other formats, the **Creditor Reference** column is blank. The **Creditor Reference** column allows accounts payable users to identify and select specific M10 invoices for payment using the supplier's own reference number. **Format:** Text (alphanumeric) | **Editable:** No (display only) ### Use The **Use** button adds the selected suppliers and invoices to the payment batch and closes the **Payment Selection Invoice Finder** window. **Action:** Click **Use** to add the selected invoices to the batch. ### Close (Finder) The **Close** button closes the **Payment Selection Invoice Finder** window without adding any invoices to the batch. **Action:** Click **Close** to return to the Payment Selection Batches screen without changes. --- ### Edit Invoices The **Edit Invoices** button allows you to modify the invoice selection for the current batch. Use **Edit Invoices** to change the invoices included in the batch or adjust selection criteria. **Action:** Click **Edit Invoices** to modify the invoice selection. ### Selected The **Selected** checkbox indicates whether a supplier's invoices are included in the payment batch. When a supplier's invoices are added to the batch, the **Selected** checkbox is enabled. To remove a supplier's invoices from the batch, disable the **Selected** checkbox and click **Save**. **Format:** Checkbox | **Editable:** Yes ### Supp The **Supp** column displays the supplier code for the invoices in the batch. **Format:** Text (supplier code) | **Editable:** No (display only) ### Name The **Name** column displays the supplier's name. **Format:** Text | **Editable:** No (display only) ### Company The **Company** column displays the company code the supplier's invoices belong to. **Format:** Numeric (company code) | **Editable:** No (display only) ### No. Invoices in Batch The **No. Invoices in Batch** column displays the count of invoices for the supplier that are included in the payment batch. **Format:** Numeric | **Editable:** No (display only) ### Invoice Value The **Invoice Value** column displays the total original invoice value for the supplier's invoices in the batch. **Format:** Currency (two decimal places) | **Editable:** No (display only) ### Prev. Paid The **Prev. Paid** column displays the total of any amounts previously paid against the supplier's invoices in the batch. **Format:** Currency (two decimal places) | **Editable:** No (display only) ### Held The **Held** column displays the total of any held amounts on the supplier's invoices in the batch. **Format:** Currency (two decimal places) | **Editable:** No (display only) ### Discount The **Discount** column displays the total of any discounts applied to the supplier's invoices in the batch. **Format:** Currency (two decimal places) | **Editable:** No (display only) ### Rebate The **Rebate** column displays the total of any rebates on the supplier's invoices in the batch. **Format:** Currency (two decimal places) | **Editable:** No (display only) ### Amount To Pay The **Amount To Pay** column displays the net amount to be paid to the supplier for the invoices in the batch. The **Amount To Pay** is calculated as the **Invoice Value** minus the **Prev. Paid**, **Held**, **Discount** and **Rebate** amounts. **Format:** Currency (two decimal places) | **Editable:** No (calculated) | **Related fields:** The **Amount To Pay** is calculated from the **Invoice Value**, **Prev. Paid**, **Held**, **Discount** and **Rebate** columns. --- ## Command Buttons The Command Buttons at the bottom of the screen provide standard functions for managing payment batches. ### New (i) The **New** button creates a new payment selection batch. Click **New** to clear the Batch Details and Invoice Details sections and generate a new batch number. **Action:** Click **New** to create a new payment batch. ### Save (S) The **Save** button commits all changes to the current payment batch. **Action:** Click **Save** to save the current batch. ### Delete (D) The **Delete** button removes the current payment selection batch. **Action:** Click **Delete** to delete the current batch. ### Close (O) The **Close** button closes the **Payment Selection Batches** screen. **Action:** Click **Close** to close the screen. > ✅ ## Related Information > ✅ > ✅ - [Selecting Invoices for Payment](https://sterlandsupport.atlassian.net/wiki/spaces/fwksproau/pages/30530296) > ✅ - [Searching for Payment Batches](https://sterlandsupport.atlassian.net/wiki/spaces/fwksproau/pages/30510224) > ✅ - [Batch Printing and Emailing Supplier Remittance Advice](https://sterlandsupport.atlassian.net/wiki/spaces/fwksproau/pages/30529336) > ✅ - [Stock Invoice Approval Screen](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28385042) - Field Definitions > ✅ - [Invoice Maintenance Screen](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28390250) - Field Definitions --- ## Additional Information ### System Settings Reference | Setting | Type | Description | | --- | --- | --- | | **FWApChqDays** | Integer | Controls the number of days allowed for the AP Payment Date. |