Make Payments

Overview

Make payment transaction is part of Core module.

A supplier is anyone you pay for goods and services except for employees. Some examples of suppliers are electricity companies, the land lord, telephone company, tax agencies and other businesses that you purchase from.


Payments permission

The set of payments permission govern what actions a user can perform on the book.

View : Allows user to view the payment list and payments. User cannot modify or create new payment.

Create and edit : Allows user to view, create and edit but not delete a payment.

Delete : Allows users to view, create, edit and delete a payment.

Print and email : Allow users to view, print and email a payment (remittance advice).

All : Allows users to perform all of the above.


To add or modify a user role, go to Settings then select Roles.

Make payment access

From the vertical navigation menu, expand Day to Day menu and in the Money Out section select Make payment.  Or from the Quick Add drop down menu, select Make payment.

 


Make payment list

The Make payment list can be filtered for All payments, Not reconciled or Reconciled tab shows the reconciliation status of the payment to be displayed by clicking on the relevant tab. The Make payment overview can be customised using the Show/hide columns filter to select what columns to be displayed (or not) on the screen.

 

 

Not reconciled and Reconciled tabs show the reconciliation status of the payments. When a payment is reconciled, it will be shown in the Reconciled tab. When the payment hasn't been reconciled yet, it will appear on the Not reconciled tab.


Create new payment

To create a new payment click on Add. Complete the mandatory (those with a red asterisk) and required fields. To enter an Amount deselect Use transaction total.

 

 

You can set your default money in bank account from Day to Day (Money in) settings.

Click on the New tab if there is no existing transaction in the system for this payment.  Then click on Add new row to complete the payment account allocation. Either select an Item or an Account.  Click on Save & close to return to the Make payment overview.

 

 

Classifications can be enabled on General settings.

Edit or Delete a Supplier Payment, click on the relevant payment in the Make Payment overview then revise, delete or view the history of the supplier payment as required. Click on Save & close to return to Make Payment overview.

 

 

If Invoice Medium module is active, you can set existing payment as recurring so IPA Books+ can automatically add the payment to the bank account.

You can now print and send the remittance advice to the supplier via email after the payment is saved. Click on the Print link to print the remittance advice as a PDF.

To add your company logo to the remittance advice, go to Settings > Money out > Bills > Manage templates and add your custom logo to the Standard bill header.

To print or email a remittance advice, open the payment transaction and you will see the Print and Send via email options at the top right section of your window.

Click Send via email to email the remittance advice. You can add the supplier email and customise the message. To preview the remittance advice, click on the Remittance Advice link in the footer of the message box.

You can customise the remittance advice email from General settings > Email settings > Remittance Advice.


An example of a remittance advice


Paying a Bill

 

To pay a bill, from the Bills overview, click on the relevant bill to open it.  Only approved bills can be paid.  Click on Make payment.

 

 

Complete the details of the supplier payment made, click on View full details to view additional payment entry fields.  

 

 

This will give you additional fields which can be completed for the payment.

 

 

 

When all details and mandatory fields have been completed click on Save. The bill’s status will now show as Paid.

 

To view an audit trail / history for each bill, click on View history.

 

 

To add additional notes to the entries click on Add note. Once finished viewing click on Close.

 

The Bills overview will show the updated status.

 

Deleting a Bill Payment

 

Deleting a bill payment requires two steps, unlinking the payment, and then deleting it.

 

Click on the Paid tab in the Bills overview and click on the bill to open it.

 

 

Scroll down the bill until you can see and click on the already paid amount.

 

 

Click on the amount and then click on Unlink.  Confirm by clicking on Unlink.

 

 

You will see the bill’s status has changed back to Approved or Overdue.   

 

 

Now the payment has been unlinked it can be deleted. In the Money out section, select Make Payment.  Locate the payment in the list and tick the box beside it. Click on Delete.

 

 

Confirm deletion of the payment by clicking on Delete.

 

 

The Links and Alerts widget on the Dashboard reminds that there are Bills unpaid. You can access the transactions by clicking on the link.

 


How to video

How did we do?

Supplier Adjustment Notes

Chart of Accounts

Related Articles

Reconciling External Merchant Fees
Supplier Overpayment
Grossed-Up Transactions
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