Paying Supplier Bills
When Supplier bills have been received then there will be subsequent payments. The dedicated payment process described below makes this as efficient as possible.
If an entity is not registered for VAT, then there will be no references to VAT in the displayed screens, also therefore ignore references to VAT below. Information on dealing with supplier bills in the first instance is found in the Supplier Bills topic.
Paying a Bill
All Supplier bills that remain unpaid can be seen at several points:
- The Home page always displays unpaid bills
- From the Expenditure menu select Bills and Credit Notes, all bills are shown together with the status of either paid or unpaid
- From the Reports menu select Suppliers followed by Unpaid Bills. You may filter the report to show any particular supplier
The pay bills process is accessed via the Expenditure menu.
Expenditure - Pay Bills
All Suppliers who have unpaid bills are displayed in the Screen. Click on the SELECT button adjacent to the supplier you will be paying.
The Pay Bills screen is displayed with all the unpaid bills relevant to the supplier. A single bill or multiple bills can be paid using a range of payment methods. All unpaid Bills are displayed in the upper Bills section; outstanding credit notes and other unapplied items, such as miscellaneous deposits or payment items are displayed in a lower Unapplied Items section.
The Payment Date defaults to to-days date amend if necessary. Select the Method of Payment from the drop down list. This will determine the nature of the adjacent fields. Choose the bank account from which the payment is to be made. The Amount to Pay field displays the total amount being paid. This is for information purposes to help you verify the total that is being paid.
Select the bill(s) and/or credit notes and unapplied items that are being paid by clicking on Pay box. The Amount Paid defaults to the Amount Due. However if you are not paying the full amount enter the amount you are paying. The system will record the balance still to be paid and continue to show it as outstanding until you receive a credit note from your supplier or you pay the balance. Continue selecting bills to be paid. SUBMIT to record the payment(s). Note if you attempt to over-pay a warning is displayed. Note that a Purchase File Reference number is allocated to a pay bills transaction and is displayed on viewing or editing the transaction.
Payment Remittance Advice
When the payment process is completed on clicking SUBMIT, a confirmation statement displays just beneath the main menu area. In the confirmation line the Print icon prints a payment remittance advice. The payment remittance advice is created in a pdf format so that it may be printed for posting as well saved on the local computer. Clicking the Mail icon will send an email with the payment remittance attached to the email address associated with the Supplier. Hint, the email address will display if the mouse pointer hovers over the icon.
A remittance advice may also be printed or emailed from the Expenditure menu. Locate the relevant payment and in the Action Box select either View or Edit. The PRINT and/or MAIL buttons in the screen will produce the remittance advice.
Expenditure - Payments and Transfers
Editing or Deleting a Payment Transaction
A payment may be edited or deleted provided the transaction has not been reconciled to a bank statement, VAT return or is in a closed year. Simply locate the payment by clicking the View button of the relevant bank account and selecting the EDIT or DELETE buttons adjacent to the relevant transaction.
Accounts - View the account - Edit the transaction
Alternatively from the Expenditure menu select Payments and Transfers. Locate the relevant transaction and EDIT or DELETE.
If the action was to delete the transaction, all the bills that had been paid, will now reappear as unpaid bills
Matching Unapplied Items
There are occasionally situations where unapplied items (Credit Notes, Payments 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 and click SUBMIT and the transactions will be hidden.
Note the value of transactions matched must be zero, in effect equal and opposite. The system will prevent the hiding of non-zero sums. Matched transactions are identified on the Supplier Account with the date of matching
Aged Creditors and Supplier 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
Enter a date for which the report is to be run. Note that the report will prepare the list of outstanding supplier invoices and credit notes existing as that date. Click on All for all suppliers or select from the Action Box a single or a range of suppliers. The report may be filtered by Due date or Bill date and the level of detail may be selected. Click on GENERATE to prepare the report in the preferred format
Note if there are journal and matched items on the supplier account they may be included or excluded
The Supplier 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
Reports - Suppliers - Supplier Account Listing
Enter a date range for which the report is to be run. Click on All for all suppliers or select from the Action Box a single or a range of suppliers. Click on GENERATE to prepare the report in the preferred format.