Payments

A payment records money you have paid out. Like a receipt, its real job is matching that money to the supplier bills it settles, so what you owe stays accurate.

Before you start

• The account the money left must exist. See System Manager›Bank Account.
• The bills being paid should already be confirmed. See Supplier Invoices.

Record money out

1. Open Cash Book›Payment and click Add.
2. Pick the Supplier you paid. Their open bills load underneath.
3. Set the Date to the day the money actually left the account.
4. Pick the Bank Account it came out of.
5. Type the Amount Paid.
6. Tick the bills this covers, or use Allocate All to settle them oldest-first.
7. Click Confirm.

Each bill you matched now shows Partially Paid or Paid and drops off what you owe.

Paying several bills at once

One payment can settle many bills, which is what you want when you pay a supplier weekly rather than per invoice.

1. Record one payment for the total that left your account.
2. Tick every bill it covers. Search the list if the supplier has a lot of them.
3. Confirm once. All of them settle together.

Recording it as one entry rather than several is also what makes the bank reconciliation match cleanly later, because it mirrors the single line on your statement.

Change a payment

1. Open Cash Book›Payment and click the payment.
2. If it shows Draft, change it and save.
3. If it is confirmed, click Reset to Draft. The bills it settled go back to being owed.
4. Fix it, then confirm again.

Delete a payment

1. Open Cash Book›Payment.
2. Use the … menu at the end of the row, choose to delete, and confirm.

Other things you can do

• Print it. Print produces a payment voucher for your records.
• Record which outlet paid. Set the Outlet on the line if you work across branches.
• Pay in another currency. Pick the Currency and the rate is filled in. One payment can settle bills raised in a different currency, with the exchange difference worked out for you — see Settling a document in a different currency. Needs Multi-Currency on your plan
• Pay something with no bill. Leave the supplier blank and post the payment straight to an account for a one-off cost like a bank charge.
• Check what you still owe. The payables aging report groups every unpaid bill by how overdue it is.

What can stop you

• If the supplier's bills do not appear, they are not confirmed yet, or they are in another currency — change Offset Currency to it.
• If confirming is refused because the total does not add up, the allocated amounts exceed the Amount Paid. Use Clear All and match again.
• If the bottom of the page reads Period Locked, the payment date is in a closed month. See Financial Periods.
• If the bottom reads Locked — finalized bank reconciliation, this payment is part of a completed bank match. Release that first.