Supplier Payments

Overview 

The Supplier Payments module is used to manage payments to suppliers. This module supports multi-currency.

The module can also be used to export a batch of Supplier Payments that can be imported directly into your Internet Banking.

Navigation: Main Menu > Accounting > Supplier Payments

Settings 

User Settings

Navigation: Main Menu > Office > My Organisation > Double-click to open a Staff file > Settings (tab)

• Accounting: Supplier Age Analysis - Access Allowed: The options are Yes or No.

• Accounting: Supplier Debit Notes - Access Allowed:

  • The options are None, User, and Supervisor.

  • Supervisor rights are required to change the Status of a transaction to Approved or Posted and to edit or delete a Debit Note.

• Accounting: Supplier Invoices - Access Allowed:

  • The options are None, User, and Supervisor.

  • Supervisor rights are required to change the Status of a transaction to Approved or Posted and to edit or delete a Supplier Invoice. 

• Accounting: Supplier Payments - Access Allowed:

  • The options are None, User, and Supervisor.

  • Supervisor rights are required to change the Status to Completed, Approve Payments, Post to Ledger, and Delete Supplier Payments.

• Default Transaction View: Supplier Debit Notes:

  • The options are:

    • Today

    • All Pending

    • All Active

    • All Pending & Active

• Default Transaction View: Supplier Invoices:

  • The options are:

    • Today

    • All Pending

    • All Active

    • All Pending & Active

• Setup: Suppliers - Access Allowed: The options are Yes or No.

• Setup: Suppliers Accounting - Access Allowed: The options are Yes or No.

Accounting Settings

Navigation: Main Menu > Setup > Accounting > Settings tab

• Allow CI, CC, SI, SDN transactions to be created in the Ledger: The options are Yes or No.

  • • CI = Customer Invoice

    • CC = Customer Credit Note

    • SI = Supplier Invoice

    • SDN = Supplier Debit Note

• Create Supplier Payments in the Ledger: The options are Yes or No.

List View 

The List View displays multiple Supplier Payments in a summarised format.

Navigation: Main Menu > Accounting > Supplier Payments

Buttons Explained 

• Reset: Resets the Data Filters to default.

• View: Generates a list of supplier payments according to the data filters.

• New: Creates a new Supplier Payment.

• Output: Outputs PDF documents. Options include Print, Preview, and Email.

• Menu:

  • Export (Bank Format): Exports the list of payments as follows:

    • ABSA Business Integrator > Email or Save to file.

    • Standard Bank > Email or Save to file.

  • Export

    • Email Excel: Exports the data in Excel format.

    • Export Grid: Generates a .xlsx file and allows users to select a save location.

  • Layout

    • Save Grid

    • Save Grid (All Users)

    • Restore Grid

    • Restore Default Grid

    • Restore Default Grid (All Users)

Data Filters Explained 

• Set: Sets a specific period (e.g. Today, This Month, This Year, or Fin Year).

• ←    → : Adjusts the date in the direction of the arrows.

• Date: Allows users to refine the date selection.

• Supplier: Filters the data to include All or only a specific Supplier.

• Bank: Filters the data to include All or only a specific Bank Account.

• Status: Dropdown list to filter payments according to these statuses:

  • All, Pending (editable)

  • Complete (read-only)

  • Approved (read-only)

  • Posted (read-only)

Fields Explained 

• Status: The status of the transaction.

• SP No.: The system-generated number for the supplier payment.

• Ledger ID (SP): The system-generated ledger number for the supplier-payment transaction.

• Ledger ID (SD): The system-generated ledger number for the supplier-discount transaction.

• Date: The transaction date.

• Supplier: The name of the supplier.

• Vendor No.: The supplier's vendor number.

• Bank: The name of the bank account.

• Reference: The reference on the transaction.

• Due Date: The date on which the payment is due.

• Subtotal: The amount due before discounts.

• Disc %: The percentage discount applied.

• Disc: The amount of discount applied.

• Total: The total payment after discounts.

• CUR: The supplier payment's currency (which is the supplier's currency).

• Bank - Name: The supplier's bank details: Bank Name.

• Bank - Acc No.: The supplier's bank details: Account Number.

• Bank - Branch: The supplier's bank details: Branch Code.

• Bank - SWIFT: The supplier's bank details: SWIFT Code.

• Updated by: The user who last updated the transaction.

• Updated: The date on which the transaction was last updated.

• Menu (...): A submenu to:

  • Edit

  • Delete

  • Open Supplier Payment in Ledger

  • Open Supplier Discount in Ledger

Edit View 

Edit View is the interface from which transactions are created or edited.

Navigation: Main Menu > Accounting > Supplier Payments > Double-click to open a transaction

Buttons Explained 

• •  ∧  ∨: Use the arrows to scroll through transactions.

  • Status: Used to update the Status of the transaction.

  • Output: Outputs PDF Templates. Options include Print, Preview and Email.

  • New: Create a new Supplier Payment transaction.

  • Save: Saves the changes (greyed out if there are no changes).

  • Actions: 

    • Approve Payment: Approves the payment.

    • Post to Ledger: Posts the transaction to the ledger.

    • Edit Supplier: Opens the supplier's record.

  • Delete: Deletes the transaction. 

  • Menu

    • Open Supplier Payment in Ledger

    • Open Supplier Discount in Ledger

    • Save Grid.

    • Save Grid (All Users).

    • Restore Grid.

    • Restore Default Grid.

    • Restore Default Grid (All Users).

Fields Explained 

• Status: The status of the transaction.

• Due Date: The date on which the Supplier Payment is due.

• SP No.: The sequential number allocated to the Supplier Payment.

• Date: The transaction's date.

• Supplier: Name of the Supplier.

• Bank: Bank account from which the payment will be/was made.

• Ref No.: The reference number for the payment.

• Reference: A field to enter a reference.

• Note: A field to enter a note.

• Subtotal: Amount before discount.

• Currency: The transaction's currency.

• Discount: Amount of discount taken.

• %: Percentage of discount taken.

• Total: Payment amount.

• Bank Detail: The Supplier's Bank details, including:

  • Bank

  • Branch

  • Acc. No.

  • SWIFT

• Outstanding Invoices Filters

  • Trans: Transaction identifier code (e.g. SI = Supplier Invoice).

  • No.: The transaction's number.

  • Date: The date of the transaction.

  • Reference: The transaction's reference.

  • Total (inc): The total VAT inclusive transaction amount.

  • Paid: The amount that is already paid.

  • Due: The amount that is still outstanding.

  • Menu (...)

    • Open Transaction

    • Open Ledger

• Add to Payment (button): Adds the selected Invoices to the Supplier Payment.

• Invoices to be Paid

  • Trans: Transaction identifier code (e.g. SI = Supplier Invoice).

  • No.: The transaction's number.

  • Date: The transaction date.

  • Reference: The transaction's reference.

  • Total (inc): The VAT inclusive total.

  • Due: The amount that is still outstanding.

  • Pay: The Supplier Payment Amount.

  • Menu (...)

    • Open Transaction.

    • Open Ledger.

• Remove from Payment (button): Removes the selected Invoices from the Payment.

Warnings

A red Warning bar is displayed for the issues in bold. The solutions are inserted after the colons.

• Supplier is blank: Select a Supplier.

• Supper Vendor No. is blank: Enter a Vendor No. (The number is used as the Reference on the Bank Payment.)

• Bank details are incomplete: Complete the bank details (Supplier Accounting Permission is required).

• Total = 0: Allocate Outstanding Invoices to the Payment.