New Payment

A single payment can be added to a supplier invoice using "New Payment "


First you will create a payment and then you will decide how to allocate the payment to a specific invoice or invoices, to pay billable job costs, to pay non billable GL costs, or to treat as a payment on account.


To Create a New Payment:


1.  From the "Accounting" menu, select "Payables" then "Payments"  and "New Payment" to go to the "Payment" screen.

2.  Use the to search for the suppler you want to use and select.  You can also input the first letter or letters of the supplier name in the Supplier Code box to see vendors that begin with those letters. If the supplier is new and has not been setup, click the to go directly to the Supplier screen and setup the Supplier.(required)

3.  AccountAbility will use the Payment Type, Bank Account, and Office that has been assigned to the supplier.  It will also automatically assign the next available Payment Number for the Bank Account being used.  The payment date will also default to today's date.  Master Supplier Code, Payment No., Payment Type. Office, Bank Account, and Payment Date are all required, but can be changed if needed.

4.  By default, the payment will be entered into the current accounting month and year.  If you need to change that, select the box to the right of and make the appropriate changes to Accounting Year and Accounting Month using the drop down menus.

Note:  You will not be able to post the payment to a closed year or period, so ensure the period is open if you override the current accounting month & year.

5.  Follow the under one of the sections below to allocate the payment appropriately.

To Pay Supplier Invoices:

Use this method to pay supplier invoices which have already been approved.

1.  Click the Pay Supplier Invoices link to open the Pay Supplier Invoices screen and display all invoices that are approved and available to be paid.

2.  Click the box to the left of each Invoice Number that you wish to pay.  If you do not wish to pay the entire invoice, you can adjust the payment amount to the amount you wish to pay.

3.  To verify the total of the invoices selected to be paid, click to show the total amount selected for payment.

4.  When all of the invoices have been selected for payment, click to return to the Payment screen.

5.  Click to post the check or to save your entry for posting later.

To Pay Billable Job Costs:

This will allow you to post a check directly to a job without posting a supplier invoice.

1.  Click the Pay Billable Job Costs link to open the Payment - Pay Billable Job Costs screen.

2.  Distribute the payment line by line by entering the desired job number or use the to select the desired job number from a list.

3. Enter the desired task or use the to select the desired task from a list.

4.  Enter a description, if desired.

5.  Enter the amount of the payment to be allocated to the job & task.  If you have used a tax amount being paid and you wish to enter the total payment amount including tax, AccountAbility will breakout the net payment amount from the tax for you.  If you want AccountAbility to calculate and breakout the tax from the total, ensure that the box is checked.  You can override the tax on any line by clicking the Override Tax box for the line and entering the correct tax charged.

6.  AccountAbility will calculate the markup amount based on the "Supplier Invoice Markup %" that has been specified for the job.  You can accept the markup that has calculated or override the markup on any line by clicking the Override Markup box for the line and entering the correct markup.

7.  If you make changes to any of the calculations, clicking the button will recalculate the detail lines.

8.  Continue allocating the payment to all the desired jobs and click to save the payment allocation details and return to the Payment screen.

9.  Click to post the check or to save your entry for posting later.

To Pay Non Billable GL Costs:

This will allow you to post a debit directly to a GL account without the need to pay a Supplier Invoice.

1.  Click the Pay Non Billable GL Costs link to open the Payment - Payment - Non Billable GL Costs screen.

2.  Distribute the payment line by line by entering the desired GL Account No. or use the to select the desired GL Account No. from a list.

3.  Enter the amount of the payment to be allocated to the GL Account Number.  If you have used a tax amount being paid and you wish to enter the total payment amount including tax, AccountAbility will breakout the net payment amount from the tax for you.  If you want AccountAbility to calculate and breakout the tax from the total, ensure that the box is checked.  You can override the tax on any line by clicking the Override Tax box for the line and entering the correct tax charged.

4.  Enter a description, if desired.

5.  You can enter a Job# and Task Type or use the to select the code from a list.  These costs won't post to individual jobs, but will allow you run GL reports that show this data.   On GL reports that allow job selection, you will be easily able to filter GL account data by this criteria as well.

6.  If you make changes to any of the calculations, clicking the button will recalculate the detail lines.

7.  Continue allocating the payment to all the desired GL Accounts and click to save the payment allocation details and return to the Payment screen.

9.  Click to post the check or to save your entry for posting later.

To Make a Payment on Account:

This will allow you to make a vendor payment that does apply to a supplier invoice, but can be reallocated to a supplier invoice at a later date.

1.  Click the Payment on Account link to open the Payment - Payment on Account screen.

2. Enter the amount you wish to pay on account for the vendor.

3.  Enter a description, if desired.

4.  Click to post the check or to save your entry for posting later.

Notes:

An On Account Payment will appear on Payables Aging Report as a credit to remind you that an on account payment has been made and need sot be applied to an invoice.  When a payment is made to a supplier having an outstanding on account payment, a credit will appear when a payment for supplier invoices is added. To apply and clear the on account payment, select both the on account payment and the invoice you wish to apply the payment against.

A single payment can be used to pay supplier invoices, billable job costs, and non billable job costs.  When inquiring on a payment, the "Source" column will indicate which type of payment was made: supplier invoice, non invoice cost (showing a job#), no invoice cost (showing a GL Account No.) or payment on account.