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Supplier Invoices and Payments

Owned by P Sawkins (Unlicensed)
Last updated: 16, Jan, 2018
4 min read

Table of Contents

Overview

Supplier payments need to be entered into the system so the Bank Reconciliation process has the relevant transactions in it and the financial information is up to date.

Supplier Banking and BPAY Details

Used by the system when creating ABA files to pass to the bank or referenced when making manual payments

When a Supplier Invoice relates to a Stock Purchase Order

Enter the quantities on the supplier invoice

If multiple batches / useby's sent then may split the lines

Result

Or Accept the Short Option

If More than PO quantity then accept Over

If products that were not on the original order are on the invoice - add lines

Result

Supplier Invoice - Manual Creation

Open a Supplier (Creditor) Invoice screen

Do not manually create creditor invoices for stock purchases - they require a purhase order / stock receipt - and the invoice is created on the back of the purhase order.

If a stock transaction is not required - it it was receipted into a previous system and the invoice has just been received - then create a manual invoice (similar to importing open invoices when first starting)

Once you have filled in the header information - then add the lines to the invoice (add more lines using the "+" above the grid RHS )

If you want to purchase a service - set the link to service - find the service and the GL account will default from the service chosen

Step 1 = creditor, their reference, invoice date, due date, invoice amount (incGST) - description you would use to find the invoice later

Step 2 = add the lines you want to have on the invoice - then save (Trade Creditors line will add when you save)

Step 3 = Edit > Attach > attach a scanned document (if your attached printer is also a scanner) = put the supplier invoice face down on the scanner and a copy will be added


Supplier Payment

Use the Action Button on an Invoice to create a payment

A payment window will open where you have some information to enter if not held on Creditor

Once you have made your selections then save the payment is on the bank statement and awaiting reconcilation.

Next allocate the payment to the invoice/s you wish to mark as paid

Allocations of Payments and Credit Notes to Invoices

From the payment screen

Now the payment will be allocated to the invoices.

Small Amount Write offs

Small amounts occur when the rounding of the system is different to the rounding used in your customers system - and is normally only a few cents.

to use this feature the user needs Secure Features#CanWriteoffCreditorBalance. Note also that small amount write offs are limited on Creditors to 10c per invoice by the system. Larger amounts will create a Creditor Credit note

A small (<10c) write off will create a Creditor General Journal that will be allocated to the invoice.  >10c will create a creditor credit note.

Small Amount Write off of the invoice from the Payment

An invoice has a small rounding error you want to write off

Small Amount Write off from the Invoice

Bulk Payment of Suppliers

Table of Contents

Overview

Enables the bulk payment of creditors invoices rather than having to make payments one by one.

Allows pay by Direct Debit (DD) using Account Details on the Supplier

Multiple Groups of payments can be built up and then Approved for action for each bank account.

A group is built up by

  1. selecting creditors
  2. selecting the invoices you plan to pay from those creditors
  3. adding your selections to the group
  4. Clear selection of creditors
  5. Repeat

At any time you can view all invoices selected in the group to be paid


Any invoice that has been selected to be paid in a group will not be listed in other groups regardless of the batch status

Selected column only shows a total of those invoices that have been added to the current group

Any invoice that is part of a group that has a payment allocated to it before the group is completed will be removed from the group

Select the bank account the money will be paid from

Select the companies to pay on the Summary Tab

Values are based on the ASAT date

Where a Creditor is also a Debtor - Allocate Debtor Debt to Creditor Debt

Where a company is both a creditor and a debtor to your business - you can allocate their Debtor Debt to reduce their Creditor Debt.

allocate the debt on the debtor to clear the debt on the Creditor

If a Creditor is also a Debtor and they have Debtor invoices they owe you - these will also be included in the detail list and can be cross allocated as part of the process

Select the Creditor invoices to pay (Detail)

Use the action menu to mass find invoices to pay based on a due on or before date

Can manually update to add or remove any invoice for payment

Can put a payment date in the future if you want to create the payment journals now to manage cash at bank.

Creditor Credit Notes and unapplied payments are also listed - these can be applied to individual invoices if required before the batch is created.

Review the summary Tab - how much each entity will be paid

Authorise the Group of Payments

The Group of Payments cannot progress until Authorised. The approver to access the system / review and change as required - then approve the group of payments when ready

Group Status will change to Authorised (note - the group can be set back to Plan status if required)

Create Payments dated on a chosen date

If the bank reconcilation has been completed for the date chosen - you will not be able to create the journals. If you want to delete bank reqs - see Bank Accounts - Creating and Managing#DeletingBankReconcilations


Creditor payments will be created for each creditor

if Credit notes are also selected then they will be allocated directly to Debtor invoices until consumed

Remittance Advices is emailed immediately the journals are created - if the customer has an email address. remittance advice reports to the batch as attachments (even if not emailed).  So you can print or download from the batch


They are all linked to a Journal Batch

Remittance Advices are attached to the batch so can later be printed / downloaded

If using a clearing account - a General Journal (single amount) will be from clearing account to bank

  1. Creditor payments are added to a journal batch
  2. Creditor payment has a status of Undeposited/Pending
  3. Allocate the payment to the chosen invoices
    1. Note - if Credit notes are also selected then they will be allocated directly to Debtor invoices until consumed
  4. Email remittance advice (if the customer has an email address
  5. Attach remittance advice reports to the batch as attachments (even if not emailed).  So you can print or download from the batch


The payment will have the action date chosen. Normally to make it easier to reconcile the bank statement - create payments in the system on the same day you create the payments in the bank

Remittance Advice

Remittance Advice is sent automatically to any contact with an email that has a Role type of "Remittance Advice" for a Creditor being paid.

The Email Templates that will be sent has Usage Context of "Creditor" and a System Usage of "Pay Advice"

The Batch created has all the remittance advices linked as attachments.

Because the email is auto generated by the system you will need to select Auto Gen: Yes or Yes+No on the Correspondence tab to see it listed. You can resend remittance advice by locating the email and using Resend.

Payment Clearing Account

If your bank has a single line for multiple payments - then you will need to use the Payment Clearing Account

  • Each Creditor Journal will be journaled to the Clearing account nominated in the GL Control Accounts Screen and they will grouped together in a Journal Batch
  • After creditor payments are created for all selected creditors a general journal is written to transfer the funds for all of the payments, from the Payment Clearing account to the selected bank account

Where you can view the details - use the link on the line to open the batch

Create an ABA file

You can create the ABA file from the Batch screen to upload to your internet banking to make the payments.

From the Bank Reconciliation Screen

If you have made the payment in advance of entering it into the system - your bank statement will have transactions that the system does not have.

  1. Upload the bank statement
  2. Find the ones that are not in the system
  3. Create transactions for these from the bank reconciliation upload

See Bank Accounts - Creating and Managing  for details

Deleting (or rolling back) a Bulk Pay Suppliers Batch

If any journals have been cleared in a completed Bank Reconciliaiton - the batch will not be able to be rolled back. You can delete bank Reconcilations using Bank Accounts - Creating and Managing#DeletingBankReconcilations

For an employee with Secure Features#RollbackCreditorsPaymentBatch, on the Pay Suppliers form, Finder tab, there is a right click option to 'Rollback payment batch'.

This action will unallocate and delete all journals in the batch, set the batch to Cancelled status, write an entry in the system event log showing the suppliers and payment amounts in the batch and set the Pay Suppliers batch back to Plan status.


Child pages

 

For information about SaaSplications go to http://saasplications.com.au