Supplier Payments Setup - Setup Tutorials

Overview

In QuickEasy BOS Enterprise there are several ways to capture Supplier Payments. However, before those entries can be made, some setup is required.

This tutorial will show and explain all the settings that affect the Supplier Payments Module.

Table of Contents

Navigate to Main Menu > Setup > Transactions > Transaction Types (tab).
Type Supplier in the search block.
Verify:
- That these Transaction Types exist (else click New (button) to add them), and
- The block in the Accounting column is ticked (else click Edit (button) at the tick the block), and
- The Forex block is ticked where applicable else click Edit (button) at the tick the block.
  - Supplier Discounts - Code SD
  - Supplier Forex Gain - Code SFX+
  - Supplier Forex Loss - Code SFX-
  - Supplier Offset - Code SOF
  - Supplier Overpayment - Code SOP
  - Supplier Payments - Code SP
  - Supplier Refund - Code SF
If you activate Multi-currency two additional transactions types will automatically be created:
- - Supplier Payments - Forex 1 - Code SPFX1
    - This transaction type is used to transfer the Supplier payment from an accrual account to the bank account
  - Supplier Payments - Forex 2 - Code SPFX2
    - This transaction type is used to record the supplier payment into an accrual account.

Navigate to Main Menu > Setup > Settings > General (tab).
Scroll down to the settings: Supplier Payments or type Supplier in the search block.
Select a Transaction from the dropdown list in the Value column for each of these settings:
1. Supplier Payments: Transaction Type - Supplier Discounts.
2. Supplier Payments: Transaction Type - Supplier Payments.
3. Supplier Payments: Transaction Type - Accruals - Foreign Currency Payments.
  - Note: If some of the settings are not there, you can add them.

Navigate to Main Menu > Setup > Settings > Transactions (tab).
Enter Supplier in the search block.
Change these settings:
1. Accounting: Suppliers Payments (SP): Set Transaction Complete when allocated: Tick or untick the block as you prefer.
2. Accounting: Supplier Payments - Forex 1: Set Transaction Complete when allocated: Tick or untick the block as you prefer.
  - Recommended setting: If there is only one user, tick the block. If another user checks the transaction, or there is a checklist leave the block unticked.

ℹ️ This feature allows you to write off small amounts to clear the account.

Navigate to Main Menu > Setup > Settings > Transactions (tab).
Enter Supplier in the search block.
Tick the block in the Value column next to this setting:
- Transactions: Suppliers Payments (SP): Enable 'Clear Overpayment' function in Ledger.

ℹ️ This feature allows you to automatically record a forex gain or loss at the time you capture the supplier payment.

Navigate to Main Menu > Setup > Settings > Transactions (tab).
Enter Supplier in the search block.
Tick the block in the Value column next to this setting:
- Transactions: Suppliers Payments - Forex 2 (SPFX2): Enable 'Record Foreign Exchange Gain' function in Ledger.

Navigate to Main Menu > Setup > Settings > Roles (tab).
Enter Supplier in the search block.
Check that the Role assigned to the users include Full Access or Edit - All for the setting: Transaction - Access Allowed (Group = Access Allowed):
- Supplier Discounts (SD)
- Supplier Forex Gain (SFX+)
- Supplier Forex Loss (SFX-)
- Supplier Payments (SP)
- Supplier Payments - Forex 1 (SPFX1)
- Supplier Payments - Forex 2 (SPFX2)
- Supplier Refund (SF)
Assign User or Administrator rights to the role Supplier Payments - Access Allowed
- Supplier Payments (SPM) (Group: Supplier Payments):
  - Note: If the Roles are not assigned click Edit (button) and change the settings.
Optional: Supplier Offset (SOF)
- Note: The Supplier Offset transaction is used when a Supplier is also a Customer and their account balances are offset.

ℹ️ Checklists are optional but useful for large companies where multiple people are involved in accounting processes.

Navigate to Main Menu > Setup > Transactions > Checklist.
Select Supplier Payments in the dropdown list on the right
Click Add Item to create a new item, or
Copy the list from an existing list, click Copy From (button) and select a checklist from the dropdown list.
- For example:
  1. Supplier Invoice Approved,
  2. Payment Made,
  3. Payment Entered.