Supplier Payments Module (SPM)

Settings

User Settings

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

ℹ️ The Supplier Payments setting is required. The other settings allow users to use the functions available from the context menu but are not strictly necessary.

• Accounting > Supplier Age Analysis - Access Allowed: Checkbox. If checked, access is granted.

• General > Supplier Payments - Access Allowed: Access options are None, User, or Administrator. At least one person must have Administrator access so they can freely change the statuses of the transactions. Other access options can be set as needed.

• General > Supplier Summary - Access Allowed: Options are None, Limited, or Full Access.

• Setups > Suppliers - Access Allowed: Checkbox. If checked, access is granted.

• Setups > Suppliers Accounting - Access Allowed: Checkbox. If checked, access is granted.

Transaction Access Settings

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

• Access is required for the Transaction Types below. At least one User must have View > Admin, New, Edit, and Delete access. The access for other users may be customised as needed.

  • Supplier Discounts (SD)

  • Supplier Overpayment (SOP)

  • Supplier Payments (SPM)

  • Supplier Payments (SP)

  • Supplier Refund (SF)

• If multiple currencies are used, access must also be set for these Transaction Types:

  • Supplier Forex Gain (SFX+)

  • Supplier Forex Loss (SFX-)

  • Supplier Payments - Forex 1 (SPFX1)

  • Supplier Payments - Forex 2 (SPFX2)

Access Rights Explained:

• • View: 

    • None: The user has no access and cannot receive access for any of the other options.

    • All: The user may view all transactions.

    • Own (Rep): The user may view transactions if they were selected as the rep on the transaction.

    • Admin: The user may view all the transactions and change the statuses.

  • New: If checked the user may create new transactions. Having access to copy transactions overrides this setting.

  • Edit: If checked the user may edit transactions. 

  • Delete: If checked the user may delete transactions.

  • Est (Form only): Applies to estimates. Allows users to only view the form, and not the profit margins.

  • Status (Up only): Allows the user to only move a transaction forward (e.g. change the status from Pending to Active, but not from Active to Pending). Users with Admin rights can change the status regardless of this setting.

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

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

ℹ️ Transaction settings are added to Transaction Types. A setting can be added to multiple transaction types.

Process:

1. Click Add/Update (button).

2. Select the Transaction Type in the left column.

3. Select the Setting/s in the right column.

4. Click Add/Update (button).

After a setting is added, the option in the Value column must be entered or selected.

• Supplier Payments > Transaction used for Supplier Invoices: Active if checkbox in Value column is checked. Usually added to: 

  • Supplier Invoices

List View

Navigation: Main Menu > Accounting > Supplier Payments

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

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)

Filters Explained

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

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

• ←    → : Back/Forward arrows adjust the dates based on the Set period.

• 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 users to add or remove columns.

• Status: The Status of the Supplier Payment transaction.

• SPM No.: The system-generated number assigned to the transaction.

• Trans No. (SP): The system-generated number allocated to the completed transaction in local currency. 

• Trans No. (SP): The system-generated number allocated to the completed transaction in 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 amount due before discount.

• Disc %: The percentage discount applied as setup in the supplier's account.

• Disc: The discount amount.

• Total: The final amount that must be paid.

• CUR: The Currency of the transaction.

• Bank - Name: The supplier's bank details: Bank Name as setup in the supplier's account.

• Bank - Acc No.: The Supplier's bank details: Account Number as setup in the supplier's account.

• Bank - Branch: The Supplier's bank details: Branch Code as setup in the supplier's account.

• Bank - SWIFT: The Supplier's bank details: SWIFT Code as setup in the supplier's account.

• Active: A checkbox. If checked 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

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

Buttons Explained: Top Row

• ⬆ ⬇: Scrolls through transactions.

• Status: Updates the Status of the transaction.

• Output: If templates are added, they can be printed, previewed, or emailed. Templates are available upon request.

• New: Creates a new transaction.

• Delete: Deletes the transaction. 

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

• Actions: 

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

  • Post to Ledger: Posts the transaction to the ledger if the status is set to Complete. 

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

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

• Menu

  • Open Supplier Payments (SP) in Ledger: Opens a posted 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 a posted supplier payment in the ledger.

  • Layout & Grid

    • Save

    • Save (All Users)

    • Restore Default

    • Restore Default (All Users)

Buttons Explained: Below Header

• 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: The applicable discount amount.

• %: The applicable discount percentage as per the supplier's account.

• Total: The final 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 transaction's date.

• Reference: The transaction's reference.

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

• Paid: The amount that has already been paid.

• Due: The amount that is still 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 (...): A submenu with the following options:

  • Open Transaction

  • Open Ledger

Related Topics

• Tutorial: Supplier Payments

• Setup: Supplier Payments