Top Block Fields:

Ref #

A reference number auto-assigned. See Working with Reference numbers (Ref #).

Paid To

The Supplier to which Payment is made.

Date

The date will automatically be populated with the date payment was captured, and not the date payment was made.

NOTE:
It is advisable to update this field with the date payment left your bank account.

Status

This field cannot be edited, but automatically reflects the status of the Payment Document. Status can be New, Sent, or Paid.

Owner

Usually the person who created the Payment Document. This can be changed to another worker.

Supplier Balance

The amount you owe the Supplier. It is the current balance in Accounts Payable (Purchase Ledger). If the field contains an amount preceded with a minus sign, this signifies that the Supplier owes you this amount. When you save the Payment the field is not updated with the new balance.

Currency

Once set, the currency cannot be changed and transactions will only be in the selected currency. See Working with Currencies.

Exchange Rate

The Currency Exchange Rate. For more information see Working with Currencies.

Payment and Credit Block Fields:

Amount Paid

Where the amount paid to the Supplier is entered. The same amount is automatically shown in the ‘Unused Payment‘ field on the Bills tab. The latter field is adjusted when you start allocating payments to bills.

Available Credit

The total balance of any outstanding Credit Notes you have been issued by this Supplier. When you allocate a credit, through the Credit tab, this field is adjusted with the amount you are allocating. The same amount is automatically shown in the ‘Unused Credit’ field on the Bills tab. The later is updated when you apply Unused Credit amounts to any outstanding Bills.

Bottom Block – Tab One: Bills

Unused Payment

Initially this field will have the same value as the ‘Amount Paid’ field above. As payments to bills are allocated, this amount will decrease accordingly.

Unused Credit

Initially this field will indicate any credit that is available. As credit is allocated to Bills, this amount will change accordingly. If not all the credit is used, this field will retain the residual value for future allocation to new Bills.

Check box Column

Check each box to select the Bill(s) to which you want to apply a payment or a credit. This will allow you to edit the ‘Amount to Credit‘ and ‘Amount to Pay‘ fields.

Date Column

The Due Date of the Bill(s).

Ref # Column

The unique id of the Bill.

Supplier Ref Column

A particular reference nr received from the supplier, regarding this item.

A/C Memo Column

See Working with A/C Memos

Original Amount Column

The original balance of the Bill.

Balance Due Column

The outstanding balance on the Bill.

Amount to Credit Column

Enter the amount to be credited. You can only apply a value of the same or less than the amount in the ‘Unused Credit’ field.

NOTE:
To edit the value in this field, first tick the Select box at the beginning of the row you wish to edit.

Amount to Pay Column

Enter the amount to be paid. You can only apply a value of the same or less than the amount in the ‘Unused Payment’ field.

NOTE:
To edit the value in this field, first tick the Select box at the beginning of the row you wish to edit.

Bottom Block – Tab Two: Allocate Credit

Select column

Check this box to select a Credit Note from which you want to allocate credit.

Date column

The date the Credit Note was raised (created).

Ref # Column

The unique id of the Credit Note.

Original Credit Column

The original balance of this Credit Note.

Credit Available Column

The outstanding balance on this Credit Note.

Amount to Allocate Column

Enter the amount of credit you want to allocate from this Credit Note.
NOTE:
To edit the value in this field, first tick the Select box at the beginning of the row you wish to edit.

Bottom Block – Tab Three: Payment Method

The fields on this tab are used to record details about the payment. See Entering Payment Details.

Payment Method

From the dropdown box select the applicable method used by to make payment, i.e Cash, Check, EFT, Direct Debit, eCheck etc.

Reference

A unique reference or id, such as the check number or card transaction number. Filling in this field with the unique number that appears on your bank statement will make reconciliation of your bank account simpler.

A/C Memo

Any memorable memo to be added to the payment for future reference. See Working with A/C Memos.

Pay From

Specify which account the amount has to be paid from.

Bottom Block – Tab Four: Memos

Any memos you would like to add to this Payment Document. See Working with Memos

Bottom Block – Tab Five: Classification

Classification facilitates greater organisational options.
For example, classifying leads according to country or region.
See Working with Classifications.