March 31st 2025 release - Short Pay

The aim of this article will be to give an overview of the short pay update.

General overview:

This update will majoritarily be linked to the Line List module and is available through one of its' columns. The first step will be to add the 'Line amount to pay' field in your line list grid:

This will give you access to a column with editable fields:

There are 4 different statuses for any given item in these fields:

1) Any invoice that is past a certain point in the invoice administration workflow won't be editable, these will typically be annotated with a little information bubble:

We created this restriction to make sure no sudden modifications are made when you're closing in on an AP file generation that could change the amounts in the file. 

2) Black text - this means that no modifications have been made for this line's amount to pay. The value should be (unless there is a bug) be identical to the 'Line amount' field (or Line amount (original currency) if it isn't in $):

3) Red text indicates that the line amount to pay has been edited/modified manually by someone:

As you can see in the screenshot above, the line amounts have been modified. This change is directly reflected in the invoice list: 

You'll note that the 'Amount to pay (original currency) column is different from the 'Amount (original currency)'. They respectively represent the sum total of the amount to pay fields in the line list and the original amounts from the integration of the invoice in to Mytem. 

4) The final case is Orange text (ironically my example is on the French Orange provider) - this is to indicate that the line's products aren't fully assigned:

Note that the field is still editable even so, we didn't have the capacity to test this out properly during our initial analysis of the module. Thus, I can't guarantee that modifying pre assigning products won't have an impact. What should happen is that the product amount will be added on to the modified price. I recommend you just wait.

How to modify the amount to pay field:

1) You can change fields manually by clicking on the editable field in the 'Line amount to pay column':

Once you've modified, you can either click on the green tick to confirm or use enter on your keyboard to confirm the change. 

Note: Because of the way the short pay influences a line amount in Mytem, it is HIGHLY recommended to use the manual function to change amounts to pay on lines that have split cost allocations. The short pay operates on a line amount level, not on a split line amount level. Basically, the amount visible in the 'Line amount to pay' column will aways be the total, any modification to one of these values will impact all of the other splits. The adjustment for split allocations for lines shorted via this function are done on the AP file. 

2) Via an import file, you can mass load these changes. Using the 'Import' button above the grid, download the template offered as usual, underneath the 'drag and drop' area:

The template is pretty self-explanatory. It will always give you visibility on the lines you are curently filtered on. As of the 27th of March 2025, currently the import includes all lines, even those that are past the status of modification. This poses a problem because uploading an import with these values automatically stops the file from going through. Thus, it is recommended to work on these modifications filtered down to invoice levels. 

Once you've pulled the template, you need only modify the values in the 'Line amount to pay' column and upload it. No other intricacies. 

3) The third option is more volatile and diverse, by selecting one or multiple lines via the selector on the left, you can right click or use the three little dots at the end of the line to open up the options to either specifically reset the column or modify them:

By clicking on 'Edit line amount to pay', a dialogue bubble will open giving you three different modification options:

a) Replacement - This replaces the value in the column for the one or multiple lines selected by the value inputted 

b) Increase or decrease in value - this will take the base value in the line amount to pay and increase or decrease it by X amount depending on whether you include a - or not. For example, if the line amount is $100, and you input '-50' into the field, it will go down to $50.

It is important to note that a change is always based on the original amount in the column. So changing a value through this method won't decrease or increase an already modified amount. 

c) Percentage based modifications, this functions the same way as the method in b) but with percentages. Input any amount, whether positive or negative (with a - sign) and the percentage modification will apply to the original amount in the field. 

Important note: If you use the percentage increase or decrease on a negative number, this change is reflected based on logical mathematical laws. Increasing a negative number by percentage will always increase the negative and vice versa. We recommend you be careful when dealing with these. 

All of the changes you might or might not do on a line level for an invoice are all reflected in the 'Amount to pay' column in the Invoice List:

Final note : The current mechanism to which the Line amount to pay columns abides to wasn't perfectly thought out for split line allocations. The short pay function is always on a line level so when there is a split allocation, the same (original combined amount) will appear spread out on all the splits. Any modification done to one of these splits will affect all of them. The percentage based split between CCs will then carve out the correct amount of the line amount to pay column to allocate to the CC in the AP file. Example below of a split line allocation:

This also has an impact on the colour code. All of the products are assigned but because the Line amount to pay =/= Line amount (original currency), the interface considers that the products aren't all assigned.

If there are any further questions, please contact the support.