This screen is used to record payment of supplier bill(s). A list of supplier bills will be displayed on this screen. Select the bill(s) to be paid. If the amount being paid is different to the amount due, edit the 'amount paid' value to reflect the actual amount.
Enter the date of the payment. The date can either be entered manually or selected from the pop-up calendar by clicking the icon. The As At Date must be entered in the format DD/MM/YYYY, for example, 01/01/2000.
When entering dates manually, a date guessing routine speeds up the input by taking the user input and assuming the missing month and or year based on the current date as the user leaves the field i.e.
the date today is 30th October 2009
- User enters 15 or 15/ and tabs - field displays 15/10/2009
- User enters 15/9 or 15/9/ and tabs - field displays 15/9/2009
Method of Payment
The appropriate payment method is chosen from the dropdown list. Valid methods of payment for supplier bills are Cheque, Credit Card, Debit Card and Online Payments
The bank account list contains all active bank and credit card accounts associated with the business. An entry from the bank/credit card account list must be selected when the transaction involves making a payment from, or receiving money to a bank or credit card card account.
A reference or cheque number can be entered here which can then be applied to all of the selected bills by clicking the APPLY TO ALL button.
If you have already made part payment of a bill this will be the remaining amount to be paid.
Use this field to enter the amount you want to pay for this bill.
Amount Unused (Credit Note)
This field is only visible if you have any supplier credit notes that have not been fully applied. If a credit note has previously been partially applied this field displays the amount of credit remaining to be applied, otherwise it will indicate the full amount of the credit note.
Amount to Use (Credit Note)
This field is only visible if you have any supplier credit notes that have not been fully applied. Use this field to indicate how much of the credit note you want to use. The application will apply as much of this amount to each bill from the same supplier as it can.
Matching or un-matching Un-applied Items
There are occasionally situations where unapplied items (Credit Notes or Miscellaneous Deposits) will display on the Pay Bills screen but there are no (and unlikely to be in the future) bills to match the items against. This could be the situation where a relationship with a supplier ended and what remains is an issued credit note that is paid by the supplier as cash payment. The Pay Bills screen will show both the credit note and the miscellaneous deposit. The balance on the supplier account and the aged creditor situation is correct, the pay bills screen, however, will continue to display the transactions indefinitely. To remove them from the screen (not removing the transactions) tick the Match box adjacent to each transaction, as shown in the example. Click SUBMIT and the transactions will be removed from the screen.
Note the value of transactions matched must be zero, in effect equal and opposite. The system will prevent the hiding of non-zero sums. Hidden transactions are identified on the Supplier ledger with the date of hiding and on the customer account transaction listing with a M symbol. Clicking on this symbol will unhide the transaction so that it reappears on the pay bills screen.
Aged Creditors and Supplier Account Listing Reports
It is important to manage the payments to your suppliers; many issues can be involved, from your own cash flow control, through to credibility and reputation with your existing or potential suppliers. Additionally legislation exists to allow suppliers to receive compensation if you fail to pay to the terms agreed with them. An aged Creditors report helps in this management process. The report is accessed via the Reports menu.
Reports - Suppliers - Aged Creditors
The Supplier Account Listing report shows all (including non cash) transactions that have impacted a Supplier Account. It is accessed in a similar way to the Aged Creditors Report