Supplier Payments

To create a new payment, navigate to the Payments list screen and click on the Create button.

The Payment page will open with the Payment Header fields to complete.

The Payment Header fields for a Supplier payment are described below.

• Number

  The payment number is a system allocated number that runs sequentially for each bank account. For new payments the number is set to —New— until the payment is approved, whereupon it inherits the sequential system allocated number for the bank account to which it has been assigned.

• Category

  Select Supplier from the Category field dropdown list. Once the payment type has been selected the Bank field will appear under the Category field. The bank account list for the bank account field is dependent on which payment type is selected.

• Date

  The Date field will default to today. Either manually change the date or select the date from the date picker denoted by the calendar icon.

• Fiscal Period

  The Fiscal Period will default to the period within which the Date falls. The Fiscal Period can be changed to another period if required.

• Value

  Enter the total amount including tax of the payment into the Value field.

• Bank

  Select the Bank account from the list presented. The list presented will only show Business bank accounts as the payment Category selected is Supplier.

• Reference

  Enter a Reference for the payment, usually a bank statement number followed by the entry number on the bank statement, or a month or date, followed by a number of the payment or bank entry for that month or date.

• Unallocated

  This is a system calculated value field indicating the value of the payment less the total value of the allocations. On a Supplier payment, any amount remaining in the Unallocated value when the payment is approved is allocated to the Supplier and will appear as an unallocated payment on the Supplier Age Analysis.

• Description

  Enter a Description for the payment that will be meaningful when looking at the transaction at a later date, for example “Payment to Sheriff Cape Town West – IN 0098”.

Once all the fields are filled in, click on the Save button, or use the shortcut key Ctrl-Enter to save the payment.

Once saved, the Payment Allocation section will open below the Payment Header section so that the payment can be allocated.

Edit Header

To edit the Header fields, click on the field and change the entered data. The field name(s) of the field(s) edited turn yellow, indicating that the field has been edited.

Click the Gear icon at the top right of the payment and then click on the Save menu item or use the shortcut key Ctrl-Enter to save the amendments.The field names will revert to black indicating that the changes have been saved.

Note that the Category field cannot be changed in this way and is therefore not available to edit in the Header section.

To change the Category field, click on the Gear icon at the top right of the payment and then click on the Change Payment Category menu item. A pop-up screen will appear to select the different payment category.

Changing the payment category deletes any allocations already made since these allocations will be different for a different category of payment.

Depending on which Category is selected as the new Category, the bank account may need to be edited because of the new payment category selected. Once the fields in the pop-up screen have been completed, click on Save at the bottom of the pop-up screen to save the category change and return to the payment, or Cancel to cancel the change and return to the payment.

Allocate

To allocate the Supplier payment, complete the fields in the Allocation section which are explained below.

• Supplier Invoice

  Click in the field to open the dropdown list or start typing an invoice number to search for an invoice. Double click on the invoice line to select it or use the up and down arrow keys to move to the invoice and then press enter. Only outstanding invoices for the Supplier selected in the Payment Header will be listed in the dropdown list.

  As soon as an invoice is selected, another Allocation section will open below the current allocation in anticipation that there may be multiple allocations for the payment. Should the payment not have multiple allocations, the empty allocation can be ignored and will be removed when the payment is approved.

  The supplier invoice list shows the invoice number, the original amount of the invoice and the remaining balance of the invoice.

• Description

  The Description field in the Allocations section will default to what was typed in the Description field in the Payment Header section but can be edited if required.

• Value

  The value of the allocation will default to the payment amount. The value can be edited to a smaller amount if the payment must be allocated to more than one invoice.

  If the remaining balance of the invoice is less than the payment’s unallocated value, the value will be set to the outstanding balance of the invoice so that the balance can be allocated to other invoices.

Note that the field name(s) for the field(s) that have been changed turn yellow. This is to indicate that the payment needs to be saved to save the changes made to the fields.

Click on the Gear icon at the top right of the payment and then click on the Save menu item or use the shortcut key Ctrl-Enter to save the allocation.

If an error has been made on an allocation or additional allocations need to be removed, click on the X at the top right of the allocation to delete an allocation.

If there are no further allocations to be made, the payment can be approved as explained in the Approve, Delete or Un-approve section below.

Edit Allocation

The fields in the Allocation section(s) are open for editing. The field header(s) of the field(s) that have been edited will change to yellow to indicate that the changes need to be saved.

Click the Gear icon on the right of the Payment Header section and then click on Save or use the shortcut key Ctrl-Enter to save the amendments. Once saved, the field names will revert to black indicating that the changes have been saved.

Approve, Delete or Un-approve

Click on the Gear icon on the right of the Payment Header section to open the options to approve or delete the payment transaction.

The Delete option will delete the payment.

The Approve option will approve the payment and remove any un-used Allocation sections.

The Approve menu option saves and approves the payment in one step. Instead of using the menu invoked by the clicking on the gear icon, using the shortcut key Ctrl-Shift-Enter does the same thing, saving and approving the payment.

Once a payment has been Approved it is allocated the next sequential payment number for the bank account selected and the payment will have a green tick indicating that it is in an approved state.

Should there be a requirement to amend an approved payment, click on the Un-approve button at the top right of an approved payment.

On invoking the Approve function a number of business rules are run on the payment. If the payment fails a business rule the payment will not be approved and an error message with the reason for the failure is displayed.

One of the business rules is to check that the full amount of the payment has been allocated. However, Supplier payments do not have to be fully allocated to invoices and any amount not allocated can be allocated to the supplier to be reported on the Supplier Age Analysis as an unallocated payment.

During the approve function this will be highlighted by a pop-up screen which provides for the Approve function to be cancelled so that the balance of the payment can be allocated, or to continue to allow the unallocated amount to be allocated to the Supplier.

To return to the main menu, click on the Drive Practice logo or click on the blue hyperlink Payments in the breadcrumb to return to the Payments list.

When a payment is deleted, the system automatically returns to the Payments list screen.