This help document refers to entering supplier payments against existing Purchase Invoices. If you are entering a payment for which you did not receive an invoice, you should consider using the General Payment option or Overpayment To Supplier.
Payments can be entered directly against Purchase Invoices. Display the invoice on the screen. Go to the bottom of the transaction and fill in the appropriate payment details before clicking the Add Payment button. A bank transaction is created and can be viewed via the link in the body of the invoice.
The payment should be entered as a Spend Money transaction. Navigate to the Banking tab and initiate the transaction from one of the following areas:
Proceed to complete the transaction as follows:
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 to select a transaction. The amount in the This Payment column can be changed if needed. Note that all other columns in this section are read-only and you will not be able to edit the information here.
Click on the Add Overpayment link if the total amount of the payment is greater than the total of the line item payment assignments. Enter the actual payment amount in the Total Payment field. An overpayment pop-up confirmation will appear when the transaction is saved. You may wish to allocate the overpayment to a new or existing invoice at a later date. Please see Allocate Overpayment to Invoice.
Click the Save button to complete the supplier invoice payment.
Each invoice selected for payment results in one line posted to the Accounts Payable account for this transaction i.e. 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.
Overpayments result in two separate bank transactions being created. One line reflects the amount of the invoice/s allocated and one line represents that amount ot the overpayment.