Supplier Payment Tutorials 

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

How to Create a Supplier Payment

1. Navigate to Main Menu > Accounting > Supplier Payments (for example).

2. Click New (button).

3. Enter the Payment Date.

4. Select the Supplier.

• Note: The Currency is automatically set to the Supplier's Currency.

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

   • Note: If there is only one Bank Account, it is automatically selected.

6. If applicable, select an Entity. 

   • Note: If a user is linked to an Entity, that entity is automatically selected.

7. Optionally enter the amount in the Subtotal column (the amount is filled in once invoices are selected).

8. (Optional) Enter a settlement Discount percentage or amount.

   • Note: If a Payment Discount % is entered on the Supplier's Accounting (tab), this field is automatically entered.  

9. 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 a time. 

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

       • Click 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.

10. Click Add to Payment (button).

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

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

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

    • Note: You cannot add amounts that are larger than the Due amount. 

    • Note: The total and subtotals in the header and footer are automatically updated based on the selected invoices.

13. Once the Supplier Payment is captured, click Status (button) on the top row and select Complete to prevent further changes.

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

▶ Before: A bookkeeper can capture the payments and set them to Pending. A manager can check the payments, process them, and change their statuses to Complete or give a list of payments back to the bookkeeper to check and change the statuses to Complete.

▶ After: A manager can make the payments using the Supplier Age Analysis and give the bookkeeper a list of payments to capture. In this case, the bookkeeper will most likely change the statuses to Complete.

How to Approve a Supplier Payment

ℹ️ This step is only necessary if the payment is done using the Supplier Payment Module (Accounting > Supplier Payments)

1. Make sure the Supplier Payment's Status is Complete.

2. Select Action (button) > Approve Payment.

How to Post a Supplier Payment to the Ledger

ℹ️ This step is only necessary if the payment is done using the Supplier Payment Module (Accounting > Supplier Payments). 

1. Make sure the Supplier Payment's status is Approved.

2. Select Action (button) > Post to Ledger.

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

How to Create a Supplier Payment

1. Navigate to Main Menu > Accounting > Ledger > Click the arrow on New (button) > Supplier Transactions > Supplier Payment. 

2. Enter the Payment and Period Dates.

3. Select the Supplier.

4. Select the Bank from which the payment was/will be made.

   1. • Note: If there is only one Bank Account, it is automatically be selected. A warning is displayed if the bank's currency does not match the supplier's currency.

5. If applicable, select an Entity. 

   1. • Note: If a user is linked to an Entity, the linked Entity is automatically selected.

6. Enter the amount paid in the Amount field. 

7. Select No VAT.

8. Click Save (button) to display the outstanding invoices.

9. Select the Invoice/s from the Outstanding Invoices (section) on the right:

   1. Click Select (button) to auto-select invoices (or choose an option by clicking the arrow on the Select (button)).

   2. Check or uncheck Outstanding Invoices if applicable.

   3. Edit the amounts paid if applicable.

   4. Click Allocate (button).

10. If there is a discount click Menu (...) at the end of the applicable invoice and select Discount Outstanding from the Context Menu.

    1. Confirm the discount on the pop-up.

       • Note:  The discount transaction is created but set to pending. 

11. If there is an overpayment click the Menu (button) on the same row as Outstanding and select Clear Overpayment.

    1. Confirm the overpayment on the pop-up.

       • Note:  A transaction is created to write off the overpayment and set to pending. 

12. Once the Supplier Payment is captured, click the Status dropdown list and select Complete to prevent further changes.

13. Click Save (button).

How to Record Currency-Mismatched Supplier Payments

Step 1: Record the payment from the bank account and allocate it to the Supplier

1. Navigate to Main Menu > Accounting > Ledger > Click the arrow on the New (button) > Supplier Transactions > Supplier Payment - Forex 1 (SPFX1)

2. Enter the Payment and Period Dates.

3. Select the Supplier.

4. Select the Bank Account from which the payment was made.

5. Type in the Amount of the payment and select No VAT.

6. Click Save (button).

7. Click Actions (button) > Copy to Supplier Payments - Forex 2.

8. Once the Supplier Payment is displayed:

   1. In the bottom right-hand corner change the Currency to the Supplier's currency

   2. In the Outstanding block on the bottom-left:

      1. Click Select and check the invoices being paid.

      2. Click Allocate (button).

   3. Click Done (button).

Step 2: Mark the pending transaction complete

1. Navigate to Main Menu > Accounting > Ledger 

   1. Set Filter = Transaction Type (Transactions).

   2. Transaction = Supplier Forex Payment Transfers (SPFX1).

   3. Double click the Pending transaction.

   4. Click Done (button).

Step 3: Clear the Forex Accrual account

ℹ️ This step can also be performed once a month. Your accrual account might have a different name.

1. Navigate to Main Menu > Accounting > Ledger.

2. Set Filter = Ledger Account.

3. Set Account = Accrued Liabilities - Accrual - Forex - Current Liabilities.

4. Click View (button).

5. Make a note of the outstanding balance and whether it is a debit or credit balance.

6. Click the arrow next to New (button) > General Journal (GJ).

7. Type the balance next to Amount and select No VAT.

8. Type a Reference and Note.

9. If Accrued Liabilities - Accrual - Forex - Current Liabilities has a Debit balance:

   1. Set Debit = Forex Gains and Losses - Expenses.

   2. Set Credit = Accrued Liabilities - Accrual - Forex - Current Liabilities.

10. If Accrued Liabilities - Accrual - Forex - Current Liabilities has a Credit balance:

    1. Set Debit =Accrued Liabilities - Accrual - Forex - Current Liabilities.

    2. Set Credit = Forex Gains and Losses - Expenses.

11. Click Done (button).

General Supplier Payment Functions

ℹ️ 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.

How to Change a Completed Supplier Payment

1. When viewing Supplier Payments, double-click to open a Supplier Payment. 

2. Click Status (button) > Pending.

3. Click Save (button).

4. Make any changes.

5. Change the status back to what it was.

6. Click Save (button).

How to Delete a Pending Supplier Payment

1. Select Delete (button).

• Note: User access rights for Delete are required. You cannot delete a Supplier Payment transaction if the payment has been allocated to invoices. 

How to Fix Supplier Payment Warnings

ℹ️ A warning is a red bar at the top of the screen which is displayed because information is missing. You cannot approve payments if information is missing.

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).

Related Topics

• Reference: Supplier Payments

• Setup: Supplier Payments