Supplier Payments Module (SPM)

Settings

User Settings

Navigation:  Main Menu > Setup > Settings > Users (tab)

• Accounting > Supplier Age Analysis - Access Allowed: Tick the checkbox in the Value column to grant access.

• Setups > Suppliers - Access Allowed: Tick the checkbox in the Value column to grant access.

• Setups > Suppliers Accounting - Access Allowed: Tick the checkbox in the Value column to grant access.

Role Settings

Navigation:  Main Menu > Setup > Settings > Roles (tab)

• Full or Edit Access is required for the following transactions:

  • Supplier Discounts (SD)

  • Supplier Overpayment (SOP)

  • Supplier Payments (SPM)

  • Supplier Payments (SP)

  • Supplier Refund (SF)

• If multiple currencies are used, Full or Edit Access is required for the following transactions:

  • Supplier Forex Gain (SFX+)

  • Supplier Forex Loss (SFX-)

  • Supplier Payments - Forex 1 (SPFX1)

  • Supplier Payments - Forex 2 (SPFX2)

General Settings

Navigation: Main Menu > Setup > Settings > General (tab)

• Supplier Payments > Transaction Type - Supplier Discounts: Select a transaction type from the dropdown list in the Value column.

• Supplier Payments > Transaction Type - Supplier Payments: Select a transaction type from the dropdown list in the Value column.

• Optional: Supplier Payments > Transaction Type - Accruals - Foreign Currency Payments: Select a transaction type from the dropdown list in the Value column.

Transaction Settings

• Supplier Payments > Supplier Invoice (EXP / INV / COS) > Transaction used for Supplier Invoices: Enable the function for Supplier Invoices to appear in the Supplier Payments module.

List View

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

Navigation: Main Menu > Accounting > Supplier Payments.

Buttons Explained

• No.: A search block to find a specific Supplier Payment Number.

• View: Populates the data in the list view according to the selected Data Filters.

• New: Creates a new Supplier Payment transaction.

• Output: Available upon request.

• Menu: 

  • Reset Data Filter: Resets the filters

  • Email Excel: Exports the data in Excel format.

  • Email Grid: Exports the grid in Excel format (Saved to the Server's desktop).

  • Save

  • Save (All Users)

  • Restore Default 

  • Restore Default (All Users)

Data Filters Explained

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

• Date: Filters the data to the set Start and End Dates.

• ←    → : Back/Forward arrows toggle the dates based on the Set time frame.

• 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), or Posted (read-only).

Fields Explained

• Field Chooser (*): Allows you to add or remove columns.

• Status: The Status of the Supplier Payment transaction.

• SPM No.: A Number is automatically assigned to each Supplier Payment transaction in sequential order.

• Trans No. (SP): A number is automatically assigned to each Completed Supplier Payment transaction in sequential order (local currency). 

• Trans No. (SP): A number is automatically assigned to each Completed Supplier Payment transaction in sequential order (foreign currency). 

• Trans No. (SD): A number is automatically assigned to each Supplier Discount transaction in sequential order.

• Date: The Date on which the Supplier Payment transaction was entered.

• Period: The Period to which the Supplier Payment was allocated.

• Category: The Category allocated to the Supplier.

• Supplier: The name of the Supplier.

• Bank: The name of the Bank Account.

• Reference: The Reference captured by the user (e.g. source document's number).

• Invoices: The number of invoices that were paid.

• Subtotal: The Supplier Payment Amount due before Discount.

• Disc %: The Percentage of Discount applied. This field pulls through from the Supplier file.

• Disc: The Amount of Discount applied.

• Total: The Supplier Payment Amount after Discount.

• CUR: The Currency of the Supplier Payment transaction.

• Bank - Name: The Supplier's bank details: Bank Name. This field pulls through from the Supplier file.

• Bank - Acc No.: The Supplier's bank details: Account Number. This field pulls through from the Supplier file.

• Bank - Branch: The Supplier's bank details: Branch Code. This field pulls through from the Supplier file.

• Bank - SWIFT: The Supplier's bank details: SWIFT Code. This field pulls through from the Supplier file.

• Active: A checkbox indicating if the Supplier is active.

• Created by: The User who created the transaction and the Date on which it was created.

• Updated by: The name of the User who last updated the transaction.

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

• Menu (...): A submenu to:

  • Edit the Transaction.

  • Delete the Transaction.

  • Open Supplier Payments (SP) in Ledger: Only applicable to Posted transactions. Opens the Supplier Payment in the Ledger.

  • Open Supplier Discounts (SD) in Ledger: Opens the Discount Transaction in the Ledger.

  • Open Supplier Payments (SP) in Ledger: Only applicable to Forex transactions. Opens the Supplier Payment in the Ledger.

Edit View

The Edit View lets you create or update a single transaction.

Navigation: Main Menu > Accounting > Supplier Payments > Double-click to open a transaction or click New (button).

Buttons Explained

• ⬆ ⬇: Use the arrows to scroll through transactions.

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

• Output: Available upon request.

• New: Creates a new Supplier Payment transaction.

• Delete: Deletes the Supplier Payment transaction. 

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

• Actions: 

  • Approve Payment: Approves the Supplier Payment so that it can be exported or posted.

  • Post to Ledger: Posts the Supplier Payment transaction to the Ledger. Only applicable if the Payment's Status is set to Complete.

    • If the Status of the Payment is changed back to Active or Pending, the linked Ledger transaction will be cancelled.

  • Edit Supplier: A shortcut to edit the Supplier's details.

• Menu

  • Open Supplier Payments (SP)  in Ledger: Only applicable to Posted transactions. Opens the Supplier Payment in the Ledger.

  • Open Supplier Discounts (SD) in Ledger: Opens the Discount Transaction in the Ledger.

  • Open Supplier Payments (SP)  in Ledger: Only applicable to Forex transactions. Opens the Supplier Payment in the Ledger.

  • Save.

  • Save (All Users).

  • Restore Default.

  • Restore Default (All Users).

• Add to Payment (next to Outstanding Invoices): Select an invoice to add to the payment

• Remove from Payment (next to Invoices to be Paid): Remove a previously selected invoice from the payment. 

Fields Explained

• Status: The Status of the transaction.

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

• Date: The transaction's Date.

  • The transaction date will be assigned to the Ledger transaction unless it falls outside the Accounting Close-off Date. 

• Supplier: Name of the Supplier.

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

• Reference: Field for a user-input Reference.

• Note: Field for a user-input Note.

• Subtotal: Amount before Discount.

• Currency: The transaction's Currency.

• Discount: Amount of Discount taken.

• %: Percentage of Discount taken. This field pulls through from the Supplier file.

• Total: Payment Amount.

• Bank Detail: The Supplier's Bank details, including (These fields pull through from the Supplier file.):

  • Bank

  • Branch

  • Acc. No.

  • SWIFT

Outstanding Invoices

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

• No.: The transaction's number.

• Date: The Date of the transaction.

• Reference: The user-input Reference.

• Total (inc): Total Amount of transaction including VAT.

• Paid: The Amount that has already been Paid.

• Due: The Amount that is Outstanding.

• Menu (...)

  • Open Transaction

  • Open Ledger

Invoices to be Paid

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

• No. : The displayed transaction's number.

• Date: The transaction Date.

• Reference: User-input Reference.

• Total (inc): Total Amount including VAT.

• Due: The Amount that is still Outstanding.

• Pay: The Supplier Payment Amount.

• Menu (...)

  • Open Transaction.

  • Open Ledger.

Related Topics

• Tutorial: Supplier Payments

• Setup: Supplier Payments