Entering a Payment - Example
We shall now show how to enter a Payment with the help of a few examples.
If you are using Windows or Mac OS X, follow these steps:
- Check the Navigation Centre to make sure you are in the Purchase Ledger module. If you are in a different module, click the [Switch Module] button in the Navigation Centre or use the Ctrl-0 (zero) (Windows) or ⌘-0 (Mac OS X) keyboard shortcut. Double-click 'Purchase Ledger' in the subsequent list.
- To open the Payment register, click the [Registers] button in the Navigation Centre and double-click 'Payments' in the resulting list. The 'Payments: Browse' window appears, listing the Payments that are already in the system.
- Start entering a new Payment by selecting 'New' from the Create menu or using the Ctrl-N/⌘-N keyboard shortcut. The 'Payment: New' window will opens, with the insertion point in the Payment Date field. In a single-user system, an internal Payment Number will have already been entered in the No. field. In a multi-user system, the No. field will be empty, and a Payment Number will be assigned when you save the Payment for the first time.
If you don't need to open the 'Payments: Browse' window, you can go straight to the 'Payment: New' window from the Navigation Centre. Open the + drop-down menu in the Button Bar of the Navigation Centre (in the top right-hand corner if you are using Windows, towards the top left if you are using Mac OS X), and select 'Payments'.
- In the Payment Date field, enter the date when you want the Payment to go out. If you want the Payment to go out today, press Ctrl-Enter (Windows) or ⌘-Enter (Mac OS X) to open the 'Paste Date' window and then immediately press Return. The current date will be brought in. If you want to choose a different date, open the 'Paste Date' window and double-click the date you need, or navigate to it using the arrow keys on your keyboard and then press Return. Note: in these steps, references to pressing the Return key imply you can press either the Enter key or the Return key on your keyboard.
- Press Return twice to move the insertion point to the Payment Mode field. Here you should specify the payment method that you will use to make the Payment. Doing so will also set the bank or cash Account from which the Payment will be issued. The Ctrl-Enter/⌘-Enter keyboard shortcut will again help you. This time, it will open the 'Paste Payment Mode' window, which you can use to choose from the various payment methods you have entered in the Payment Modes setting. Select the relevant Payment Mode from the list by double-clicking (or by using the cursor keys and pressing Return). If the list of Payment Modes is long, you can type part of the name to make the list shorter. Press Return again and information such as your bank account number and sort code will be brought into the Payment, copied from the Payment Mode. The Comment will also be brought in.
- The insertion point should now be the Invoice No. field, the top left-hand field in the grid area. Now you can start listing the Purchase Invoices you are paying. Again you can use Ctrl-Enter/⌘-Enter to activate the 'Paste Special' function. This time it will open a selection list showing all open (unpaid) Purchase Invoices (the 'Paste Open Purchase Invoice' window). Search among the Invoices in the normal way, by Number or by Supplier Number or Name. Highlight the relevant Invoice in the list and press Return or choose it by double-clicking. The Invoice Number and other information such as the Supplier Number and Name and outstanding amount will be placed in the appropriate fields.
- The Sent Value field on the right-hand side of the grid will now contain the outstanding amount on the Invoice. If you want to pay a different amount, change this figure (don't change the Bank Amount figure for this purpose).
- Repeat steps 6 and 7 as many times as necessary. If you are using the keyboard, pressing the Return key twice after choosing a Purchase Invoice will move the insertion point to the Sent Value field. Pressing Return once more will move the insertion point to the Invoice No. field in the next row, where you can choose the next Purchase Invoice.
- Tick the Ordered box in the top right-hand corner of the window to order the Payment, and then click the [Save] button. After saving, the Purchase Invoices in the Payment will no longer be treated as open (i.e. they will not appear in the 'Paste Open Purchase Invoice' window when you open it from the next Payment).
- You can now print a Remittance Advice. Simply click the Printer icon (or select 'Print' from the File menu). The printed Remittance Advice can also serve as your documentation for the person writing the cheques. If necessary, you can design the Remittance Advice Form Template to incorporate a cheque.
- Check your bank statement to make sure the individual payments in the grid have all been removed from your bank account. If you know that an individual payment will not be removed from your bank account, highlight the relevant row by clicking the relevant row and press the Backspace key on your keyboard. A red-line will be drawn through the row, and the Purchase Invoice will be re-opened (treated as unpaid once again). When all the remaining individual payments in the grid have been cleared, tick the OK box in the Payment and save. The Payment will be committed to your Purchase Ledger and, depending on your configuration, to the Nominal Ledger. The Payment will no longer be modifiable.
If you are using iOS or Android, follow these steps:
- Check the Navigation Centre to make sure you are in the Purchase Ledger module. If you are in a different module, tap the [Switch Module] button in the Navigation Centre and then tap 'Purchase Ledger' in the subsequent list.
- To open the Payment register, tap the [Registers] button in the Navigation Centre and then tap 'Payments' in the subsequent list. The 'Payments: Browse' window appears, listing the Payments that are already in the system.
- Start entering a new Payment by selecting 'New' from the + menu. The 'Payment: New' window will open. The No. field will be empty, as a Payment Number will be assigned when you save the Payment for the first time.
If you don't need to open the 'Payments: Browse' window, you can go straight to the 'Payment: New' window from the Navigation Centre. Open the + drop-down menu in the top right-hand corner of the Navigation Centre, and select 'Payments'.
- Tap in the Payment Date field: the 'Paste Date' window will open automatically a few moments later. Select the date by tapping.
- Tap in the Payment Mode field. Here you should specify the payment method that you will use to make the Payment. Doing so will also set the bank or cash Account from which the Payment will be issued. A few moments later, the 'Paste Payment Mode' window will open. Here you can use to choose from the various payment methods you have entered in the Payment Modes setting. Select the relevant Payment Mode from the list by tapping. When you tap in the next field, information such as your bank account number and sort code will be brought into the Payment, copied from the Payment Mode. The Comment will also be brought in.
- Now you can start listing the Purchase Invoices you are paying. Tap the + button below the matrix to add a new row.
- Tap in the Invoice No. field: after a few moments the 'Paste Open Purchase Invoice' window will open, showing all open (unpaid) Purchase Invoices. Find the Invoice that you need in the list and choose it by tapping. The Invoice Number and other information such as the Supplier Number and Name and outstanding amount will be placed in the appropriate fields.
- The Sent Value field on the right-hand side of the grid will now contain the outstanding amount on the Invoice. If you want to pay a different amount, change this figure (don't change the Bank Amount figure for this purpose).
- Repeat steps 6-8 as many times as necessary.
- Tap the Ordered box in the top right-hand corner of the window to order the Payment, and then tap √ to save the Payment. After saving, the Purchase Invoices in the Payment will no longer be treated as open (i.e. they will not appear in the 'Paste Open Purchase Invoice' window when you open it from the next Payment).
- You can now print a Remittance Advice. Simply select 'Print' from the File menu (with upward-pointing arrow icon). The printed Remittance Advice can also serve as your documentation for the person writing the cheques. If necessary, you can design the Remittance Advice Form Template to incorporate a cheque.
- Check your bank statement to make sure the individual payments in the grid have all been removed from your bank account. If you know that an individual payment will not be removed from your bank account, long tap on the row number on the left of the relevant row and select 'Delete Row' from the resulting menu. A red-line will be drawn through the row, and the Purchase Invoice will be re-opened (treated as unpaid once again). When all the remaining individual payments in the grid have been cleared, tick the OK box in the Payment and save. The Payment will be committed to your Purchase Ledger and, depending on your configuration, to the Nominal Ledger. The Payment will no longer be modifiable.
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The Payment register in Standard ERP:
Go back to:
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Introduction to the Payment Register
