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Payments

When you enter a Payment, you can apply a separate Currency to each row in the Payment record. So, all cheques dispatched in a single day can be entered using a single Payment record, irrespective of Currency (and of Payment Mode and therefore of Bank Account).

As a default, it is assumed that a payment for an Invoice will be made in the same Currency as that in which the Invoice was issued, so entering an Invoice Number in the grid will bring in the appropriate Currency. The current conversion rates are used and cannot be modified for an individual payment.

Note that you must enter a Payment Date before specifying a Purchase Invoice Number, so that the correct Exchange Rate can be chosen. If you specify a Purchase Invoice Number and the Bank Amount is not converted to the home Currency, it will be because the Payment Date field is blank.

!	Enter a Payment Date before specifying a Purchase Invoice Number.

In the example illustration, a cheque was issued in USD (US Dollars, the S. Cur or Sent Currency) but paid out of a GBP (Pounds Sterling) bank account (the B. Cur or Bank Currency). If the Bank Currency is the same for each row on the Payment, the Withdrawn figure at the bottom of the screen shows the sum of the payment amounts in that Currency. As a reminder, the Currency of the original Purchase Invoice appears as the PI. Cur on flip B.

In normal circumstances, you should not change the Bank Amount and Currency. In the case of partial payments or overpayments, change the Sent Value. The Bank Amount will be recalculated automatically by Hansa, using the current Base and Exchange Rates. If you change the Bank Amount, the Sent Value will not be updated automatically, so such an alteration should only be made in exceptional circumstances. Examples might be when you know that the exchange rate that will be levied by the bank is different to the latest rate in Hansa, or when you know the exact amount of the Payment as withdrawn from your bank account. Changing the Bank Amount is therefore effectively the same as changing the exchange rate for a single Payment row. There is an example here.

You can enter bank charges to the Bank Fee field on flip I, so separate bank charges for each cheque can be registered. The bank charge figure should be entered in the Bank Currency. Such charges will be posted to the Bank Fee Account specified on card 1 of the Account Usage P/L setting, as shown below:

The following illustration shows the flexibility of the Payment system. Payment against a Purchase Invoice made out in Norwegian Kroner for NOK 2526.65 (GBP 224.21) was issued in the form of two cheques, one for NOK 526.65 and one for 281.71 Euros. Both were paid out of the GBP bank account:

In this example, a posting to the Base Currency Round Off Account (as specified on card 2 of the Account Usage S/L setting) is included in the Nominal Ledger Transaction resulting from the Payment. This posting will be made when necessary by the Dual-Base system only to ensure that the debits and credits balance when expressed in Base Currency 2, shown on flip B of the Transaction. In this example, Base Currency 2 is the Euro:

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