General Payment

This transaction is used for entering miscellaneous payments and cash purchases for which you may not have received a supplier invoice.

If the payment relates to an issued supplier invoice, use Supplier Invoice Payment.

If the receipt relates to the refund of a supplier credit note, use Customer Refund.

 

The starting point for creating this entry is one of the following options. View the relevant help files to see how the pop up window for New Spend Money is activated:

 

General Payment

  • Transaction ID: Automatically generated sequential number based on the Transaction Numbering settings for the organisation.
  • Supplier: Use the drop down list to select the appropriate supplier. This field is automatically entered if you are processing a bank statement using an import rule. Note that when the Type selected is General, the customer is an optional selection.
  • Reference: Enter any relevant information you may require eg. cheque number.
  • Amount Spent: Enter the amount of the payment. This field is automatically entered if you are processing a bank statement in which case you can change this amount to a lesser value if you require. You cannot save the transaction if this value differs from the Total.
  • Date: The date that the payment took place. This defaults to the current date unless you are processing a bank statement in which case its the date provided by the bank for the line item.
  • Bank Account: The relevant Bank Account for the payment. This field is automatically entered if you are processing a bank statement or entering a payment from the Bank->Bank Transactions path.
  • Type: Type of transaction being entered which should be General. This field is automatically entered if you are processing a bank statement. It can be changed if required.
  • Add New Line Item: If more than one line item is to be entered, click on this button to initiate the entry of the next line item.
  • Show VAT Amount: Selecting this checkbox displays the VAT Amount field for each line item. The VAT amount can be changed if required.
  • Amounts include VAT: This is ticked as the default setting for General Payment. If required, remove the tick to continue entering amounts net of VAT. Be sure to check that the VAT is correct.
  • Account: Enter the account against which the payment should be recorded. Use the drop down arrow to search available accounts or click in the field and enter free text to find matching values. If you cannot find an appropriate account, check your settings for the Chart of Accounts and create a new account if required.
  • Description: Enter a line item description of the payment.
  • VAT Code: Select the appropriate VAT Code which should be applied to the line item (default VAT codes can be set in Chart of Accounts). The codes chosen here impact your VAT Reporting. If you are unfamiliar with VAT, it is advisable to consult your accountant or the HMRC for advice.
  • VAT: Only visible if Show VAT Amount checkbox selected. The VAT amount can be changed if required.
  • Amount: Line item amount.
  • Delete Line: This button allows you to delete an unwanted line item if there are no validation restrictions (such as the transaction being included in a Bank Reconciliation or VAT Report).
  • Memo: Enter information applicable to the entire payment.

 

Click the Save button to complete the General Payment.

 

NOTES

Unlike, Invoice Payments and Refunds, General payments do not save values to the Accounts Payable account. The Supplier field in this type of bank transaction is optional and for information purposes only.

The transaction can only be saved if the Amount Spent equals the transaction Total.