Supplier Invoice Payment
This transaction is used for entering supplier payments against existing Purchase Invoices. If you are entering a cash purchase, or where you have not received a purchase invoice, you should consider using the General Payment option.
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:
- 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 or entering payment directly from an invoice.
- 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 or entering payment directly from an invoice, 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 Amount Allocated.
- 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 payment from the Bank->Bank Transactions path.
- Type: Type of transaction being entered which should be Invoice Payment. This field is automatically entered if you are processing a bank statement or entering payment directly from an invoice. It can be changed if required.
A list of the supplier's outstanding invoices (i.e where the outstanding amount is greater than zero) will be displayed for selection. Tick the checkbox in the first column to select an invoice for payment, and enter an amount in the This Payment column. Note that all other columns in this section are read-only and you will not be able to edit the information here.
- Transaction ID: The transaction ID of an invoice available for payment.
- Invoice Date: The date as specified on the invoice.
- Invoice Amount: The overall total value of the original invoice.
- Other Payments: The total of any payments or credit note allocations previously made against this invoice.
- This Payment: The amount of the payment being entered against the selected invoice. This amount cannot be greater than [Invoice Amount - Other Payments]. Click on this field to change the amount if required.
- Outstanding: Calculated as [Invoice Amount - Other Payments - This Payment].
Note that the amount in the This Payment field can be changed by clicking on the value.
Continue to select and enter payment for as many invoices as required.
Click the Save button to complete the Supplier Invoice Payment.
NOTES
Each invoice selected for payment results in one line posted to the Accounts Payable account for this transaction ie. if five invoices are selected for payment, this transaction will result in five separate lines posted against the Accounts Payable account. This is to allow you to subsequently report which invoices were paid by a particular bank transaction.
The transaction can only be saved if the Amount Spent equals the Total Amount Allocated.