Overview

Supplier Payments are the payments your organisation makes to suppliers to settle their accounts.

There are various ways of recording supplier payments in QuickEasy BOS Professional.

These tutorials explain how to create and edit supplier payments. The tutorials also explain how to apply discount and allocate the payments to outstanding invoices. 

Navigation: Main Menu > Accounting > Supplier Payments

Navigation: Main Menu > Suppliers > Supplier Payments

Method A: Process a Supplier Payment Using the Supplier Payment Module

How to Create a Supplier Payment

1. Navigate to Supplier Payments.

2. Click New (button).

3. Select a date on which the payment was made in the block next to SP No.

   • Note: SP No. stands for Supplier Payment Number and is automatically assigned.

4. Select the Supplier to be paid from the dropdown list.

5. Select the Bank from which the payment will be made.

   • Note: If there is only one bank account, it is automatically selected.

6. If applicable, select a Branch. 

   • Note: If a user is linked to a Branch, it is automatically selected.

7. Enter a Reference and a Note. 

8. The Currency is automatically be set to the Supplier's Currency.

9. Optionally, enter a settlement Discount percentage or amount.

   • Note: If a Discount % is filled in on the supplier's record, it is displayed in the discount fields.  

10. Click Save (button).

11. Select the Invoice/s from the Outstanding Invoices section on the left.

    • Note: If there are many Outstanding Invoices you can filter them using the options provided: All, Current, 30 days, 60 days, 90 days or 120+ Days. You can also select multiple invoices at at time:

      • Select all using Ctrl A.

      • Hold down the Ctrl key and click on the Invoices you want to select one at a time.

      • Click on the first invoice, press and hold down the shift key and click on the last invoice to include all the Invoices in a consecutive list.

12. Click Add to Payment (button).

    • Note: This button moves the Invoice from the Outstanding Invoices section on the left to the Invoices to be Paid section on the right. 

13. To remove an Invoice, click the Invoice and click Remove from Payment (button).

14. (Optional) For every Invoice, edit the value shown in the Pay (column) in the Invoices to be Paid section if the amount to be paid is less than the due amount. 

    • Note: You cannot add amounts that are larger than the Due amount. The totals and subtotals in the header and footers are automatically updated based on the Invoices to be paid.

15. Once the Supplier Payment is entered correctly, click Status (button) > Select Complete to prevent further changes.

16. Click Save (button).

17. Approve the Supplier Payment.

18. Post the Supplier Payment to the Ledger.

You can create Supplier Payments before or after they are made. 

Before: A bookkeeper can capture the Payments that should be made and set them to Pending. A manager can check the payments, process them and either mark them Complete or give a list of payments back to the bookkeeper to make the necessary adjustments and then mark them Complete.

After: A manager can make the payments using the Supplier Age Analysis. A bookkeeper can capture the payments afterwards. In this case, the bookkeeper will mark the payments Complete.

If you create the Supplier Payments and post them to the Ledger using this module, you must cancel them when importing bank entries otherwise they will be duplicated.

How to Approve a Supplier Payment 

1. From editing a Supplier Payment: 

2. Click Actions (button) > Approve Payment.

   • Note:  You cannot approve a transaction that is incomplete. 

How to Post a Supplier Payment to the Ledger

1. From editing or viewing a Supplier Payment:

2. Click Actions (button) > Post to Ledger.

   • Note: You must approve a Supplier Payment before you can post it to the Ledger. 

Method B: Process a Supplier Payment Using the Ledger or Bank Import function

With this method Supplier Payments are created in the ledger. They do not need to be approved or posted.

Use this method when you are paying foreign currency invoices.

How to Create a Supplier Payment

1. Navigate to the Ledger (Main Menu > Accounting > Ledger).

2. Click the arrow on New (button) > Supplier Transactions > Supplier Payment.

3. Select a date and period on which the payment was made in the block next to Ledger ID.

4. Select the Supplier to be paid from the dropdown list.

5. Select the Bank from which the payment will be made.

   • Note: If there is only one bank account, it is automatically selected.

6. If applicable, select a Branch. 

   • Note: If a user is linked to a Branch, it is automatically selected.

7. Enter a Reference and a Note.

8. The Currency is automatically set to the Supplier's Currency.

9. Click Save (button).

10. Select the Invoice/s from the Outstanding Invoices section on the right by checking the checkboxes next to the invoices.

11. Change any of the amounts if necessary.

12. Click Allocate (button).

    • To remove all the allocated invoice, click Clear (button) on the left.

    • To remove a single allocated invoice, click Menu (...) next to the invoice > Delete Allocated.

13. If there are any balances left that must be allocated to discount click Menu (...) next to the Outstanding amount > Discount Outstanding.

    • Confirm that discount must be allocated on the popup.

    • The discount transaction will be created and set to pending.

14. Click Done (button).

How to Create a Supplier Payment for a Forex Invoice

Use this procedure when the currency of the payment bank account does not match the currency of the invoice (e.g. if you use ZAR to pay a USD invoice).

1. Navigate to the Ledger (Main Menu > Accounting > Ledger).

2. Click the arrow on New (button) > Supplier Transactions > Supplier Payment.

3. Select a date and period on which the payment was made in the block next to Ledger ID.

4. Select the Supplier to be paid from the dropdown list.

5. Select the Bank from which the payment was made.

   1. • Note: If there is only one bank account, it is automatically selected.

6. If applicable, select a Branch. 

   1. • Note: If a user is linked to a Branch, it is automatically selected.

7. Enter a Reference and a Note.

8. Type the amount paid as per the bank statement in the Local Currency. It is automatically converted to the Supplier's Currency.

9. Click Save (button).

10. Select the Invoice/s from the Outstanding Invoices section on the right by checking the blocks next to the invoices.

11. Change any of the amounts if necessary.

12. Click Allocate (button).

    1. To remove all the allocated Invoices, click Clear (button) on the left.

    2. To remove a single allocated invoice, click Menu (...) next to the invoice > Delete Allocated.

13. Click Done (button).

14. Navigate to the Ledger.

15. Set Filter = Supplier Account. 

16. Select the applicable Supplier next to Account.

17. Click View (button) to view the outstanding balance.

    2. • Note: This step assumes the account was paid in full. If that is not the case, select the outstanding amount next to the paid invoices instead of the balance.

18. If the Balance on the account is a Debit:

    1. Click the arrow on New (button) > Supplier Transactions > Supplier Forex Loss.

    2. Select the Supplier.

    3. Type the Balance on the account next to Total (Inc) and select No VAT.

    4. Click Save (button).

    5. Allocate the amount to the Outstanding Invoices (click Allocate (button)).

    6. Click Done (button).

19. If the Balance on the account is a Credit:

    1. Click the arrow on New (button) > Supplier Transactions > Supplier Forex Gain.

    2. Select the Supplier.

    3. Type the Balance on the account next to Total (Inc) and select No VAT.

    4. Click Save (button).

    5. Allocate the amount to the Outstanding Invoices (click Allocate (button)).

    6. Click Done (button).

General Supplier Payment Functions

How to Edit a Pending Supplier Payment

1. Navigate to a Supplier Payment.

2. If the payment's status is still pending, you can edit any of the fields.

3. If the payment status is not pending, and you have the required permissions, change the status back to pending.

   1. • Note: You might have to remove all the allocated transactions before the transaction is editable (Click Remove (button)).

4. To add or remove transactions:

   1. Remove records by selecting a record on the right in the Included (Transaction Items) grid view > Click Remove (button).

   2. Add records by selecting a record on the left in the Outstanding (Transactions) grid view > Click Add (button).

5. Once complete, click Done (button) to make the transaction read-only. 

⚠️ Changing a Supplier Payment affects both the Supplier's account and the Bank account if it was posted to the Ledger.

You should only change a completed transaction if you accidentally typed in the amount wrong. Otherwise:

 - If a Supplier was short paid, create a new transaction for the balance when it is paid.

 - If a Supplier was overpaid, leave the overpayment as a credit and allocate it to the next invoice.

Following this approach will help you, and the supplier, reconcile the account if there is a discrepancy between your records and their records. It will also help you Reconcile the Bank Account.

How to Delete a Pending Supplier Payment

1. Navigate to the Supplier Payment.

2. Change the status to an editable status (e.g. Pending).

3. Click Delete (button).

How to Fix Supplier Payment Warnings

• Missing information is indicated on the red bar above the transaction.

• A payment cannot be approved until the fields are completed.

Missing information can include:

• The Supplier Payment Form: Check that all the steps under How to Create a Supplier Payment were completed. 

• The Supplier Account: Navigate to the Supplier Account (Actions > Edit Supplier) and fill in the missing information under the Accounting (tab).