Release for Posting - FINA580 - Financials - P12

Index

• 01. OVERVIEW
• 02. REQUIREMENTS
• 03. OPERATIONS
• 04. RELEASE WITH AUTHORIZATION CONTROL
• 05. PARAMETERS
• 06. TABLES
• 07. ENTRY POINTS

Note
This routine was adjusted to comply with the General Personal Data Protection Law (Statute No. 13.70), so that some fields containing data regarded as sensitive and/or personal are blurred, becoming illegible.

01. OVERVIEW

This routine releases bills for manual or automatic postings in Accounts Payable.
Once you configure the system to release payments, all bills the system generates must go through this evaluation for payment releases, regardless of where they were generated.
For example, a bill generated by the invoicing routine, with bills already released, is also born blocked for evaluation.

02. REQUIREMENTS

To use this routine, you must configure the following parameters:

• MV_CTLIPAG 

Fill it out with the content T. When you activate this parameter, you can only post bills after running this routine.

• MV_VLMINPG

Enter minimum value for release. Bills presenting value lower than the one entered will be automatically released.

• MV_F580DT

This determines which Financials Date will be used for validation when Releasing Bills Payable, 1 = Accounting (Typing) Date, 2 = Issue Date.

• MV_FINAPXX

This indicates the approver code for bills of specific currency, for authorization control. Example:
MV_FINAP01, the approver code is entered for bills of currency 01.
MV_FINAP02, the approver code is entered for bills of currency 02.

03. OPERATIONS

You can release payments two different ways:

Manually

Manual release is performed bill per bill, where the system displays its data on screen.
To release payments manually:

1. In the Payments Release maintenance window, select the option Manual, selecting the bill to be released.
2. Check and Confirm the data.
3. Check whether the routine maintenance window is displaying the bill with a green sphere , indicating that it was released for payment. From this point onwards you can post the bill.
4. The system saves the release date and name of the user who ran the routine in the Release Date (E2_DATALIB) and User Name (E2_USUALIB) fields.

Note
If a payable originates from a purchase order with advance payment, and the parameter MV_BLQPAPC = T, it will not be possible to release it manually. The bill will be released for payment when the purchase order is approved. 

Automatically

Use the Automatic Release feature to select multiple bills, filtering them by supplier, bearer, due date, values, and bill type.
To release an automatic payment:

1. In the Payment Release maintenance window, select the Automatic option.
2. Configure the data in accordance with field help instructions.
3. Check and Confirm the data.
4. The system displays a screen with the bills corresponding to the information entered in the parameter.
5. Check the desired bills by double-clicking until a sign appears.
6. Check and Confirm the data.
7. Check whether the routine maintenance window is displaying bills with a green sphere , indicating that they were released for payment. From this point onwards you can post the bill.
8. The system saves the release date and name of the user who ran the routine in the Release Date (E2_DATALIB) and User Name (E2_USUALIB) fields.

Warning
Option Automatic is only available for the simple release process (MV_FINCTAL = 1).
Note

• • To ease the process of querying and adding the initial and final codes of suppliers, press *\[F3\]* to run the default query of the Suppliers Register in questions *From Supplier?* and *To Supplier?{*}.

  • Use question Select Branches? to select branches for this routine.

Cancel

Cancelling the payment release will change the bill to status In Approval  
To cancel a payment release:

1. In the Payment Release maintenance window, select the bill and choose option Other Actions > Cancel.
2. Check and Confirm the data.
3. Check whether the routine maintenance window is displaying the bill with a blue sphere , indicating that it has returned to the In Approval status.

Statuses

Use this option to change the status of a bill payable to suspended or canceled, provided the bill has not undergone any type of financial transaction.
Thus, you can give the bill one of the following statuses:

• In Approval: in this status, the bill is fit to be released for posting. When released, the person responsible for the approval is registered, as well as the release date. This is the default status when the system is configured to work with the Release for Posting process.
• Suspended: in this status, the bill becomes unavailable for posting; that is, the system prevents its posting for any reason. Bills in this status display a violet caption in the Accounts Payable routines.
• Canceled: in this status, the bill payable becomes unavailable for regular payment. The system only allows posting it if the reason presented for posting lacks financial transactions, and the bill payable has been released for posting before being canceled. Bills with this status display an orange caption in Accounts Payable routines.

The data of users responsible for status changes and the dates when those changes took place are stored in the bill payable record in table SE2 - Accounts Payable.
In Manual Posting Payable and in batch posting, you can only post canceled bills if the reason for posting lacks financial transactions.
The Automatic Posting Payable does not allow selecting canceled bills for posting if the reason has financial transactions.
To change the status of a bill payable:

1. In the Payment Release maintenance window, select the bill and choose option Other Actions > Statuses.
2. Enter and Confirm a new status for the bill.

The bill caption changes, and Accounts Payable processes start using the new status.

Note
If the authorization control is activated (MV_FINCTAL = 2), the bill status cannot be changed.

04. RELEASE WITH AUTHORIZATION CONTROL

Bills are released with authorization control in accordance with the hierarchy of approvers and superiors through available authorization balance.
The approver responsible for releasing bills to be posted is defined by the Approv. Code field (E2_CODAPRO) in the Accounts Payable routine (FINA050).
Warning
The system stores only a single approver in the E2_CODAPRO field based on the content of parameter MV_FINAPXX.
Rules for releasing bills with authorization control:

• The approver, registered in the system as financial manager, can approve bills payable respecting the limits set and the balance available for bill releases.
• A superior approver may release bills as long as the set limits are respected and the balance is available.
• Two or more superior approvers can release bills in accordance with the rule set in Approver x Superior routine (FINA006).
• Transfers can be made from the original approver to a superior approver.
• When the original approver is absent, you may transfer the batch of bills to a superior approver.
• You can reverse bills already released, reversing approver balances.

Note
For the superior to also be able to approve the bills that are with original approver, the procedure is covered in Operations > Superior.

Requirements

Before releasing bills, you need to:

• Set the following parameters: MV_CTLIPAG, MV_FINCTAL, and MV_FINAPXX.
• Register a Financial Manager (FINA003) for the approval;
• Set the relationship between Approver x Superior (FINA006);

Note
The bills release routine has two bill release methods, in accordance with the content of parameter MV_FINCTAL.
 
If parameter MV_FINCTAL is set to 1 - Simple release,the operations of search, manual release, automatic release, cancellation, and caption are kept.
The System records, in the accounts payable table, the release date and the name of the user responsible for the release.
 
If set to 2 - Authorization, the operations of search, view, balance query, bill release, cancellation, superior release, transfer to superior, and temporary absence are redefined.
In this case, Bills Payable Release behaves differently, because the system will submit bills to authorization evaluation for manager approval based on the available balance respecting the Fixed Fund concept.
Note
If the bill is created by the incoming document, enter the approver's code in the MV_FINAPXX parameter.

Operations

Release Bill

This releases the bill for posting when the user who posts is the approver.
To release bills:

1. In the Payment Release maintenance window, select the bill and choose option Other Actions > Release Bill.
2. Check the data and choose between options Approve and Block.
3. Check whether the routine maintenance window is displaying the bill with a green sphere , indicating that it was released for payment, or dark gray , indicating that the transaction was blocked by the user.

Superior

This option releases the bill for posting when the user who posts is superior to the original approver.
To release the bill:

1. In the Payment Release maintenance window, select the bill and choose option Other Actions > Superior.
2. Check the data and choose between options Approve and Block.
3. Check whether the routine maintenance window is displaying the bill with a light gray sphere , indicating that it was released by another user, or dark gray , indicating that the transaction was blocked by the user.

Sup. Transfer

This transfers a transaction from the original approver to a superior manager.
To transfer to the superior manager:

1. In the Payment Release maintenance window, select the bill and choose option Other Actions > Sup. Transfer.
2. Check the data and choose between options Approve and Block.
3. Check whether the routine maintenance window is displaying the bill with a red sphere , indicating that it is waiting for release, or dark gray , indicating that the transaction was blocked to the superior manager.

Temp. Absence

This transfers several bills from the bill approver (E2_CODAPRO) to the superior manager in case of absence.
To transfer bills by absence. the superior user must access the routine:

1. In the Payment Release maintenance window, select the Other Actions>Temp. Absence option.
2. A new window will open. Select the absent approver and the bills that will be transferred from the list.
3. Check the data and click Transfer.

Unblocking

This option unblocks the bill blocked for transfer.
To unblock the bill:

1. In the Payment Release maintenance window, select the bill and choose option Other Actions > Unblocking.
2. Check the data and click Approve.
3. Check whether the routine maintenance window is displaying the bill with a red sphere , indicating that it is waiting for release.

Reverse

The payment release reversal will bring the bill to status bill awaiting release .
To revert a payment release:

1. In the Payment Release maintenance window, select the bill and choose option Other Actions > Reverse.
2. Check the data and click Approve.
3. Check whether the routine maintenance window is displaying the bill with a blue sphere , indicating that the bill status is back to bill awaiting payment.

Note
To check the approver's balance, in Payment Release, click Balance Query and select a date to query the balance on the calendar.

05. PARAMETERS

 
Parameters (SX6)

06. TABLES

• SE2 - Accounts Payable Register 

07. ENTRY POINTS