Creating Payments

Customer / Vendor Payments

When making agreements with Payment Type Customer or Vendor, creating a payment produces invoices or credit memos based on the agreement evaluation.

Payment Document Matrix

Depending on the Agreement Type and Payment Type, the following document types are issued:

Agreement Type	Payment Type	Issued Document Type
Sales	Customer	Sales Credit Memo
Sales	Vendor	Purchase Invoice
Purchase	Customer	Sales Invoice
Purchase	Vendor	Purchase Credit Memo

Creating Payments

From the Agreement Card, select the Create Payments action.

When the Create Agreement Payments request page appears, fill in the following options:

Field	Description
Situation Date	The business reference date used to determine which agreement entries are included in the payment. Defaults to the current work date. Mandatory.
Posting Date	The accounting date applied to the generated payment document. Must be equal to or later than the Situation Date. Mandatory.
Evaluate	Triggers a recalculation of agreement entries before creating the payment document.
Agreement Filter	Used to extend payment creation across multiple agreements in a single run.

⚠️ Important: If the Posting Date is set to a date earlier than the Situation Date, the system displays the following message: “Posting Date can’t be earlier than Situation Date." You must correct the dates before proceeding.

💡 Key Difference — Situation Date vs. Posting Date: The Situation Date controls which period’s entries are included in the payment. The Posting Date controls when the payment document is posted in accounting. These two dates can differ — for example, when deferred rebates from January are processed and posted in February.

Click OK when you are satisfied with the options.
When the confirmation message appears, navigate to the payment document. Go to the Sales Credit Memo list (refer to the Payment Document Matrix above for the correct document type for your agreement).
Open the Sales Credit Memo to review the output document.
If the document is correct, Post it as usual.

Payment Period Details

If you need the issued document to provide detailed lines per period, enable the Payment Period Details checkbox on the Agreement Card before creating the payment.

Period Comments in Generated Documents

The period comment lines are inserted in the generated document as follows, depending on whether Payment Period Details is active:

Setting	Credit Memo Structure
Payment Period Details = disabled	A comment line containing the Agreement Number is inserted, followed by a blank line, then a comment line containing the Calculation Period (e.g., Period: 01/01/2026 – 31/01/2026). A single rebate line then follows for the full period amount.
Payment Period Details = enabled	A comment line containing the Agreement Number is inserted, followed by a blank line, then a comment line containing the Agreement Line Description. The period range is shown directly on each individual rebate line (e.g., Period: 01/01/2026 – 31/01/2026), with one rebate line generated per calculation period.

ℹ️ Note: In both cases, the generated document always includes a header comment line with the Agreement Number.

After the payment document is posted:

On the Agreement Card, the Doc. Entry Amount field is updated to reflect the balance amount for the corresponding line.
The Last Period Posted field is updated and will be used as the base period reference when issuing the next payment document.

Using the Line menu and the Value Entry action, you can also view the detailed entry lines for this agreement, including the updated payment entries.

Reference Date on Payment Documents

When a payment document is generated using the Create Payment process, a Reference Date is automatically stored on each line of the created document. This date is derived from the ending date of the latest agreement entry included in the payment.

The Reference Date field is available for display (via personalization) on the following document types:

Sales Invoice Lines & Posted Sales Invoice Lines
Sales Credit Memo Lines & Posted Sales Credit Memo Lines
Purchase Invoice Lines & Posted Purchase Invoice Lines
Purchase Credit Memo Lines & Posted Purchase Credit Memo Lines

ℹ️ Note: The Reference Date field is hidden by default on all document pages. It can be added using the Personalize feature.

Agreement Entries — Reference Date Metrics

The Agreement Entries (Value Entries) page includes additional fields to help you track payment amounts and outstanding balances relative to the Reference Date.

These fields are hidden by default and can be added via personalization.

Field	Description
Payment Amount (Reference Date)	The total payment amount recorded for this entry within the current calculation period, filtered by Reference Date.
Cumulative Payment Amount (Reference Date)	The cumulative sum of payment amounts up to the upper limit date, based on Reference Date.
Balance (Reference Date)	The remaining balance for this entry, calculated as Cumulative Amount minus Cumulative Payment Amount (Reference Date). Reflects the outstanding amount from the Reference Date perspective.

💡 Use Case: These fields are particularly useful when deferred rebates have been paid with a delay. They allow you to verify that the correct period balances have been settled, independently of the accounting posting date.

Practical Example — Deferred Rebates with Delayed Processing

The following example illustrates the typical use of the Situation Date in a deferred rebate scenario.

A monthly rebate agreement runs from January to December. The finance team is catching up after the summer break and needs to generate credit memos for July and August at the same time, posting both in September.

To generate the July credit memo: set Situation Date = 31/07/2026, Posting Date = 01/09/2026

To generate the August credit memo: set Situation Date = 31/08/2026, Posting Date = 01/09/2026

This ensures each credit memo is allocated to the correct business period, while the accounting posting date remains in September.

Creating Employee Payments

Creating an employee payment follows the same process as creating a customer or vendor payment. The key difference is in the output: instead of generating a sales or purchase document, the result is an employee ledger entry in the General Journal.

To create employee payments, the agreement must first be set up with Payment Type = Employee.

From the Agreement Card, select the Create Payments action.
When the Create Agreement Payments request page appears, fill in the options (refer to the Creating Payments section above for field descriptions, including the Situation Date and Posting Date fields).
Click OK when you are satisfied with the options.
When the confirmation message appears, navigate to the General Journal configured in the Commissions & Rebates Setup. A posting proposal is now available for review.
If the posting proposal is correct, Post the entry as usual.

ℹ️ Note: In this example, the draft posting is balanced with the Employee Account Type. This results in both Employee Ledger Entries and General Ledger Entries being created.

If you want to create General Ledger Entries only, change the Employee Account Type to G/L Account in the Commissions & Rebates Setup, and set an Employee G/L Account to balance the posting.
If you need detailed lines per period, enable the Payment Period Details checkbox on the Agreement Card before running the process.
Once the General Journal is posted, the Agreement is updated. You can click on Document Entry Amount to navigate to the posted document.

Last updated on Jun 19, 2026