To access a payable account:The payable account dialog allows for the management of a contact's payable account. It also holds the transaction detail as it would be received on the supplier's statement. The detail is also color coded to easily identify transaction types and status. On the bottom of the dialog, the account's aging is displayed.
Method 1
Find the contact using the contact manager.
Expand the customer's node.
Double-click on the Payable Account item.
Method 2
Run the Accounts Payable Report.
Double-click on the contact
Click Tools.
Click Make a Payment.
Enter the Payment Amount. If you are paying selected invoices skip this step.
Click on the Date to adjust the date if necessary.
Select the Method of Payment.
Select how the payment will Apply:
General Payment will create a general payment credit detail line for the amount specified.
Oldest Outstanding will apply the payment against the oldest invoices until the amount is depleted.
Selected Invoices allow you to chose the invoices and credits that apply. The net of the payment will be displayed in the Payment Amount above.
Click Apply.
If you selected a method of payment other than cash, you will be presented with the check writing dialog.
Tip: the software uses standard windows features when selecting items. To select more than one item, hold down the CTRL key while selecting individual items. To select a block of items, select the first item, hold down the SHIFT key, and then select the last item. All items in between will be selected.
To make a payment using a contra account:
Click Tools.
Click Contra Entries.
Choose the Receivable Account by typing in a name and then clicking the search icon or pressing enter.
Enter the Payment Amount. If you are paying selected invoices skip this step.
Select how the payment will Apply:
General Payment will create a general payment credit detail line for the amount specified.
Oldest Outstanding will apply the payment against the oldest invoices until the amount is depleted.
Selected Invoices allow you to choose the invoices and credits that apply. The net of the payment will be displayed in the Payment Amount above.
Click on the Date to adjust the date if necessary.
Update the Reference Number if required.
Description allows you to enter a description of the transaction.
Click Apply.
Tip: The software uses standard windows features when selecting items. To select more than one item, hold down the CTRL key while selecting individual items. To select a block of items, select the first item, hold down the SHIFT key, and then select the last item. All items in between will be selected.
While purchases that affect cost of sales are posted via the Purchase Manager. Expense purchases are entered directly in the payable.
Important: There may be times when purchases that are cost of sale and items that are expenses are on the same supplier invoice. When this occurs, the expense item will be added to the supplier invoice in the Purchase Manager. To review, see Supplier Invoices.
Click on Tools.
Click on Enter a Bill.
Adjust the Invoice Date if necessary.
Enter the Invoice Number.
Enter a Description of the expense.
Choose the Location to enter the bill for. (Enterprise Accounting Only)
Enter the Amount of the expense (pre-tax).
The default taxes are calculated and you can adjust them as necessary. Or, remove them altogether.
Allocate To Locations - Click on this link to distribute the expense among locations. (Enterprise Accounting Only)
Total contains the total of the bill and Remaining contains the amount remaining to be distributed.
Click the Add button to choose the amount to distribute for each location. Repeat this procedure until the entire bill has been allocated. All other charges are distributed automatically based on the portions allocated to each location.
Add non-reclaimable other charges to expenses: When this box is checked any of the other charges that are not set to reclaimable will be added to the chosen expense category. If not selected, they will posted to general ledger account 5500 - Non-reclaimable taxes paid.
Choose an Expense Category and click Apply.
To view details of a supplier invoice:
Right-click the supplier invoice and then click Supplier Invoice.
The item list is displayed.
To view an individual item's detail, right-click it and choose Item Detail.
To print the detail, click on Print.
Right-click the supplier invoice and then click Update Invoice.
Change the Reference Number as required.
Note: This is useful when you may have posted a supplier invoice using a packing slip number and now you want to reference the invoice number.
Change the Supplier if required. This allows you correct postings made to the wrong supplier.
Click Save.
To lock/unlock a supplier invoice:
There are times an invoice may be in dispute with a supplier. You can lock an invoice to prohibit and payments, credits or purges to affect the invoice until you manually unlock it.
To Lock An Invoice:
Right-click the supplier invoice and then click lock.
To Unlock An Invoice:
Right-click the supplier invoice and then click unlock.
If you want to adjust a specific transaction select it prior to step 2. If you are making a general adjustment to the account make sure there are no transactions are selected prior to step 2.
Click on Tools.
Click on Debit Adjustment.
Update the Reference Number if required.
Enter a Description of the adjustment.
Change the Adjustment Date as necessary.
Enter the Adjustment Amount before taxes.
Adjust Taxes as necessary.
Click Apply.
Select the Expense Category to apply the adjustment to.
Tip: To have control over both sides of the entry, we recommends using the GL Adjustment Tool.
If you want to adjust a specific transaction select it prior to step 2. If you are making a general adjustment to the account make sure there are no transactions are selected prior to step 2.
Click on Tools.
Click on Credit Adjustment.
Update the Reference Number if required.
Enter a Description of the adjustment.
Change the Adjustment Date as necessary.
Enter the Adjustment Amount before taxes.
Adjust Taxes as necessary.
Click Apply.
Select the Expense Category to apply the adjustment to.
Tip: To have control over both sides of the entry, we recommends using the GL Adjustment Tool.
Click on Tools.
Click on Service Charge.
Change the Date as necessary.
Enter in the Service Charge Amount.
Enter in the Description of the service charge.
Click Apply.
To view details of a transaction:
Right-click on the transaction and then click View Details.
The details of what has been applied to an invoice is shown or what a payment or credit was applied to.
Select the credits you wish to apply. The total of the selected credits will appear next to Selected: on the toolbar.
Click Tools.
Click Apply Credits.
The Total Credits To Apply will be filled in for you based on your selections.
Choose how you wish to Apply the credits. Your choices are Oldest Outstanding or Selected Invoices.
If you chose selected invoices, a list of unpaid invoices are displayed. Click on the invoices you wish to apply the credits to.
Click Apply.
Tip: The software uses standard windows features when selecting items. To select more than one item, hold down the CTRL key while selecting individual items. To select a block of items, select the first item, hold down the SHIFT key, and then select the last item. All items in between will be selected.
Right-click the invoice and then click Split Payment Terms.
Enter in Payment 1 details. Enter in the Amount of the first payment and either the number of Days or choose a Date by clicking on it.
Repeat step two for Payment 2 and Payment 3.
If there is a Service Charge add the amount to Payment 3 and the balance will be the assessed service charge.
Add any Notes if required.
Tip: Supplier invoices that have split payment terms will be displayed with a + sign in the left hand margin. When clicked, they will expand to show the split payments. Each payment will be the invoice number with a dash and then the payment number. The split payment will be aged according to their due date and not the original invoice date.
Click on Print.
Select your printer of choice.
As with all other standard print menus in the software, you can preview and save in the PDF format.
Click on Tools.
Click on Purge.
Choose the End Date using the calendar function.
Click the Purge button.
Important: To understand how purging works, please read Purging Accounts Payable.
Tip: Clicking on any of the headings within the dialog will sort by that heading. Click the same heading a second time will sort in reverse order. Whatever sorting you use will be remembered on that workstation the next time you open the dialog.
Blue = Line is still owing
Magenta = Invoice is locked
Green = Line is a credit
Black = Line is paid
