Entering payments made to suppliers

To enter a payment to a supplier

1. Go to the Purchases menu and choose Bill payment. The Bill payment page appears.

   You can also enter a payment made to a supplier from the Bill page, as you’re creating the bill.

2. Select the Supplier you’re paying. (If you’re entering a payment from the Bill page, the supplier will already be selected.)
   All the unpaid bills for the selected supplier will be listed, with the oldest at the top. (If you’re entering a payment from the Bill page, only the relevant bill will appear in the list.)

3. In the Pay from field, choose the bank or credit card account you’re paying this bill from.
4. (Optional) In the Description field, enter a note that describes this payment. This can help you find or identify the transaction later.

5. Make sure the Reference number is correct. If not, change it.
   

   If you change the reference number, you’ll change the automatic numbering. For example, if you change the number to 000081, the next time you make a supplier payment, the reference number will be 000082.

6. Make sure the Date is correct. If not, enter a new date or click the icon next to it to select the date from a calendar.
7. (Optional) Select the option Show paid bills to include this supplier's paid bills in the list.

8. Find the bill you're paying.

9. If you’re entitled to a discount, enter the amount against the relevant bill in the Discount given field.

10. Enter the Amount paid against the relevant bill.

    If there’s more than one unpaid bill in the list for the selected supplier, start allocating the payment against the oldest bill (at the top of the list).

11. If this payment covers more than one bill, repeat from step 9 for each bill.

12. When you're done making payments for this supplier, click Save.

To edit a payment to a supplier

You can only edit supplier payments that haven’t been reconciled or matched to a bank transaction. If you want to edit a reconciled or matched payment, you need to unreconcile or unmatch it first.

1. From the Banking menu, choose Transaction list. The Transaction list page appears.
2. In the Source Journal list, choose Cash Payments then click Apply filters. All of your supplier payments appear.

3. In the list, find the supplier payment that you want to edit. Here are some tips:

   • Use the From and To fields to set a date range. This helps if you know the approximate date the payment was recorded.
   • Enter all or part of the supplier's name in the Search field, then click Apply filters.
   • Click a column heading to sort by that column.

4. Click the Reference for the payment to be edited. The Bill payment page appears, showing the bills to which the payment was applied.

5. Make your required changes to the payment. You can change any details except which supplier you’re paying. If you want to change the supplier, you’ll need to delete the payment (see below) and create a new one using the correct supplier.
6. When you're done, click Save.

To delete a payment to a supplier

You can only delete supplier payments that haven’t been reconciled or matched to a bank transaction. If you want to delete a reconciled or matched payment, you need to unreconcile or unmatch it first, using the Bank reconciliation or Bank transactions page.

1. From the Banking menu, choose Transaction list. The Transaction list page appears.
2. In the Source Journal list, choose Cash Payments then click Apply filters. All of your supplier payments appear.

3. In the list, find the supplier payment that you want to delete. Here are some tips:

   • Use the From and To fields to set a date range. This helps if you know the approximate date the payment was recorded.
   • Enter all or part of the supplier's name in the Search field, then click Apply filters.
   • Click a column heading to sort by that column.

4. Click the Reference for the payment to be deleted. The Bill payment page appears, showing the bills to which the payment was applied.

5. Click Delete. A confirmation message appears.
6. Click Yes to delete the payment.