Have you encountered this error while importing the Acknowledgement file (Pain.002 or Camt.054) for the Accounts Payable module?
"Payment status cannot be updated manually. It will be updated once related bank document is reconciled."
We have configured the payment type as "Electronic payment" for the Method of payments under the accounts payable module, and we are importing the acknowledgement files that have been received from the bank.
- Once the payment file has been generated using the "Generate Payment" option on Vendor Payment Journal and sent to the bank for processing, the bank generally sends back 2 acknowledgement files, i.e. Pain.002, through which the bank acknowledges that they have received the request the process certain payments to the vendors and then once the payment is processed they send camt.054 stating whether the payment was processed successfully or not. (this is applicable for Entities based out of the EU or where ISO 20022 file formats are used)
- Once when we have the acknowledgement file with us, we can navigate to 'Accounts payable >Payments >Payment transfers' to upload the received file.
- On this form, we need to click on Return file - Vendor and upload the file, and the outcome is that the Payment Status will be changed from 'Sent' to 'Received' (or whatever you might configure at the setup)
- Well, above was just the happy path, where everything worked smoothly. Lately, we have faced an issue, and while importing the ack file, we got the error that there is a model mapping issue and the system cannot update the payment status manually.
After doing our root cause analysis, we found that this issue was caused by one set-up in the Bank Card under the Reconciliation fasttab.
- There is a bullion option, "Use bank statements as confirmation of electronic payments", which was active and which led to all the issues.
- This option is used to change the payment status from 'Sent' to 'Received' when doing the reconciliation. So, at the backend, the system posts bank documents while we see the change in the payment status.
- When we disabled the bullion, we were able to process the acknowledgement files.
- While completing the analysis, we also realized that if the payment status for any vendor payment is automatically changed to 'Received' (as per setup or through any process) and we are processing a bank reconciliation, we will still get an error message "The bank document status can not be changed" when you try to click on the Reconcile button.
- This is also because of the same Bullion option; Use bank statements as confirmation of electronic payments.
To conclude, use the 'Use bank statements as confirmation of electronic payments' option only if we do not have any process to acknowledge the vendor payments, and if we want to enable the option still, then we can stop the process of uploading the payment acknowledgements.
Both the below errors were due to one single option selected on the Bank account form:
- Payment status cannot be updated manually. It will be updated once related bank document is reconciled.
- The bank document status can not be changed.
I hope this helps you someday.
