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Transactions | Suppliers | Manual Payments | Enter Manual Payments

Normally you would use Pay Selection to mark invoices for payment and then pay by bank deposit, cheque or credit card. You would only use Supplier Manual Payments to record details of manual payments. i.e. payments taken directly from a cheque book.

Note: Supplier Manual Payments do not generate any Bank or Cheque details.

If an invoice has already been marked for payment via Pay Selection, two asterisks ** will display alongside the invoice on the allocation screen. The invoice will be unmarked if it is paid or part paid via Supplier Manual Payments.

In Supplier Manual Payments you enter the Amount Paid (i.e. the actual cheque amount) and Discount Taken. The Withholding Payments Amount will display if applicable. This amount will have already been deducted from the Amount Paid.

All outstanding invoices for the supplier will display. Allocate the Payment Amount plus Discount and Tax to the invoice/s being credited or to Unallocated.

The supplier's balance will be decreased by the Payment, Discount and Tax Amount and the individual amounts allocated to each invoice will decrease the applicable ageing categories. The supplier's payment details will be updated by the Payment Amount. 

Note: Normally the General Ledger Bank Account from the Supplier's GL Set is updated with the payment amount, however if you have selected Multiple Bank Accounts in the Supplier Options you can enter a different Bank Account.

Select Multiple Bank Accounts (from Supplier Options) if more than one Bank Account is used for payments.

Auto Bank Entry

If Auto Bank Entry is used, set up company Bank Accounts via Setups | Suppliers | Company Bank Accounts.

Payments

Payments selected in Pay Selections must be done in batches for each company bank account.

  • Select Suppliers that are paid from one account,
  • Print their cheques and/or generating bank file,
  • Repeat for each company bank account.

You have the option of selecting the general ledger bank account from which the payment will be made, or accepting the bank account from the supplier's general ledger set. For direct bank entry you must also select the Company Bank Code.

New Zealand and Papua New Guinea

For New Zealand or Papua New Guinea company bank accounts, you must enter your bank account details in Setups | Suppliers | Company Bank Accounts, even if you only have one bank account.

If General Ledger Postings has been selected in the Supplier Options, the following general ledger accounts will also be updated:

ACCOUNTDr/CrAMOUNT
PayablesDebitPayment Amount
Discount ReceivedCreditDiscount Taken
Tax CollectedCreditWithholding Payments Amount
Bank AccountCreditPayment Amount

 

Supplier manual payment functions

FunctionDescription
Options (F4)

This function key is used to move quickly from the payment details screen to the invoice allocation screen. 

Find No (F5) 

Searches for invoices by Invoice Number.

Find Date (F11)

Searches for invoices by Invoice Date.

Zero Yes (F12)

This will display all invoices with a balance of zero. Payments can be allocated against zero value invoices to give them a debit balance.

Accept (F9)

Once you have allocated as much as you can against invoices, select Accept. You can then leave any remaining amount to Unallocated.

A transaction is generated for each unallocated amount and at a later time, when the details are known or the invoice has been entered, the transaction must be removed from Unallocated and allocated against one or more invoices using Transactions - Post Unallocated Trans. 

Cancel (F3)

If you select Cancel on the Allocation screen the complete transaction is cancelled. 

 

 

Field or group nameDescription
Code

Enter the Supplier Code or accept the Supplier Code displayed.

Payment details

Transaction date

Enter the date the transaction is actually being recorded in the system and general ledger postings or accept the date displayed. Following entries will retain the date entered.

Payment date

Enter the date on your cheque or accept the date displayed. Following entries will retain the date entered.

Payment number

Enter the cheque number from your own documentation. This number will display on enquiry and show on the Payments report.

Note: The cheque number will be increased by 1 each entry and can be accepted or changed. Your numbers can include letters to the left. The 1 will be added to the last character on the right.

e.g. HT00001

Withholding Rate 

Enter the percentage withheld when the payment was made. 

Settlement Discount Rate Enter the percentage of discount taken when the payment was made.
Amount Paid

Enter the actual amount paid after discount and withholding tax have been deducted. 

Amount Withheld

Enter the amount withheld when the payment was made. 

Discount TakenEnter the amount of discount taken when the payment was made.
Details 
Details

Enter any details for this payment. These details will display on supplier enquiry and show on the Payments report. 

Override G/L Bank Account

Y - Yes
N - No

Normally the General Ledger Bank Account that is on the Supplier's General Ledger Set will be updated with the payment details. You can select to override this account to withdraw the payment amount from a different General Ledger Bank Account if required.

  • Select No if you do not want to override the account.
  • Select Yes to override the account, then in the next field indicate the appropriate General Ledger Bank Account.
Cost Centre codeEnter any cost centre code associated with this payment.
Invoice allocation
Code

Displays the Supplier Code

Total

 

Displays the total payment amount, allocated amount and the balance yet to be allocated. It includes any discount amounts.

Allocated
Balance
Allocation
Invoice Details

The date, invoice number and balance of unallocated invoices are displayed.

Amount

 

Enter the amount or discount to allocate to this invoice or use the function keys to automatically allocate for you.

 

Discount

 

 

Related topics

Entering manual supplier payments

Recording manual payments

How to reverse a supplier payment (tutorial)

 

REF: ID 119 | MOD 6 SUPPMODS | WHLP