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This text refers to program version 7.2  

Entering a Payment

Before you start entering Payments, you must ensure you have defined the current financial (accounting) year, using the Fiscal Years setting in the Nominal Ledger. You should also have defined a journal number series for Payments using the Number Series - Payments setting. You can adjust other settings as you go along.

To open the Payment register, first ensure you are in the Purchase Ledger or Cash Book module and click the [Payments] button in the Master Control panel.

The 'Payments: Browse' window will be opened, listing the Payments that you have already entered.

Payments are numbered consecutively. In the list, the Payment Number is followed by check marks signifying whether a Payment has been Ordered and marked as OK, by the Transaction Date, any reference, the total value of a Payment and its Currency. The last two columns do not contain values for mixed-Currency Payments.

To enter a new Payment, click [New] in the Button Bar or use the Ctrl-N (Windows and Linux) or ⌘-N (Mac OS X) keyboard shortcut. Alternatively, highlight a Payment similar to the one you want to enter and click [Duplicate] in the Button Bar.

The 'Payment: New' window will be opened, empty if you clicked [New] or containing a duplicate of the highlighted Payment.

The principle for entering a Payment is that you know the following facts:

  1. How much has actually been withdrawn; and

  2. any extra fees charged by the bank.
In the case of payments in Currency, in order for the accounts payable to balance, any gains or losses due to changes in the exchange rate must be posted to a separate Account, not the basic Creditor Account. You should specify Exchange Rate Gain and Loss Accounts are specified on the 'Rate' card of the Account Usage P/L setting before entering such Payments, and the gains or losses will then be posted automatically. The balancing must usually take place against the Exchange Rate: in most cases you cannot make such adjustments by changing the bank fees or the amounts paid out to the Suppliers.

Complete the Payment record as appropriate and as described on the following pages, then save it using the [Save] button and close the window by clicking the close box. Then, close the browse window using the close box again.

Enterprise by HansaWorld contains several shortcuts that you can use to help simplify your work entering Payments. You can for example bring a date into a date field using the 'Paste Special' function (Windows and Linux users should press Ctrl-Enter, Mac OS X users ⌘-Enter). You can also use this function to help choose the Purchase Invoices or Suppliers you are paying, or the Payment Mode (i.e. payment method) you want to use, etc.

Since the amount of information stored about each Payment will not fit on a single screen, the Payment window has been divided into two cards. At the top of each is the header. This contains the Payment Number, the Date, the Payment Mode, and other information. There are two named buttons ('tabs') in the header.

By clicking the tabs you can navigate between the cards, and always go directly to a certain card. The header is always visible, so you can always see which Payment you are working with.

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