TABLE OF CONTENTS
2.2 Make Payment
2.2.1) Basic
a.How to make a payment (Full Paid, Partial Paid)
In this section, we’ll guide you two ways to make payment：
1.Single AP entry to make payment, 2.Make Payment for Multi APs(the same vendor) and 3.Make Payment for multi vendors’ APs.
1.Single AP entry to make payment.
Go to an AP entry page, click Tools ⇒ Make Payment.
It will direct you to the payment made page. Make sure it records the correct bank and other payment information. The system will automatically fill the "Paid To", check the AP and full "payment amount”. Remember to select the paid bank. Click "Save".
The status of the AP will be displayed “Full Payment”.
If you only paid a partial amount for the AP, please revise the payment amount. In this example, we enter $3000. And Balance AMT will be displayed for $1000.
The status of the AP will be displayed “Partial Balance”. And you could see the amount that hasn't been paid on the Amount Due column.
Next time you’ll pay the balance amount, just click Tools ⇒ Make Payment, and perform the same operation to make payment.
Click Tools ⇒ Payment History to see the payment you have paid. You could click the Post Date hyperlink to direct the payment page.
2.Make Payment for Multi APs.(the same vendor)
Go to Accounting ⇒ Payment ⇒ Make Payment
You could choose Payment Level to classify the payment. Payment set up Level 2 can only be viewed by Accounting Manager and General Manager, Such as Employee Salaries etc.
Select the vendor you are paying payment to. In our example, we selected “3M COMPANY.”
When you enter Paid To, Invoice Search Bar will display below. Click “Search” and the AP of the vendor will be listed below.
Select the bank for your “paying bank.” In this example, we are using Bank 1.
Check the invoice that you are paying. Type in the payment amount.
*Note: System automatically defaults if the amount is not entered.
Save.
If you’ve already maintained your own check No. for the selected bank, the system could automatically generate a check Number. Click on the blue button and click OK at pop-up notice. The next check number will be generated.
**Note: If you don’t know how to set up your own check no., please refer to topic: Accounting FAQs: 1.5 How to auto generate the Check No.
3.Make Payment for multi vendors’ APs
It happens in some situations below: If your customer has the branches and the headquarters, and you will pay the headquarters for the branches and the headquarters' billing. Or the vendor A will receive for the vendor B first and then they will reconcile later.
Go to Accounting ⇒ Payment ⇒ Make Payment
You could choose Payment Level to classify the payment. Payment set up Level 2 can only be viewed by Accounting Manager and General Manager.
Select the customer you are paying to. In our example, we selected "BAILEY GROUP.”
Choose the bank for your “paying bank.” In this example, we are using Bank 2.
When you enter Paid To, Invoice Search Bar will display below. Select another partner in the Invoice Search Bar. In this example, we are using “111”. Click “Search” and check the APs.
Choose another partner “AARON AIRLINES” and click Search. The inovices will show on the list below. The invoices selected for 111 will still remain on the list.
Check the box of invoice. Type in the payment amount.
*Note: System automatically defaults if the amount is not entered.
Save.
The payment will include the AARON AIRLINES and 111’s APs. And you’ll make the payment to BAILEY GROUP.
b.How to clear the payment at the bank.
After a few days, the payment is actually clear from your bank account.
Check the clear box and select a date. Click Save.
c.How to void a payment
Check the void and select a date. Click Save.
It will be recorded on the Bank Book Balance Report.
d.How to block/unblock a payment
Click Tools ⇒ Block at the top right corner.
Click Block at the pop-up notice. The payment and invoices under the payment will be blocked and can’t be revised.
If you would like to unblock the payment, click Tools ⇒ Unblock.
*Note: Only Accounting Manager and General Manager could unblock the payment as default.
e.How to print Check/Rider.
Click Tools ⇒ Check Print to print Check with Rider. Please let us know if you need position adjustment.
If you’d like to print Check without Rider, click Tools ⇒ Check Print (No Rider).
If there's too much AP in a check payment to show all APs, it will only show See Attachment in the rider section by clicking “Check Print”.
Please click Tools ⇒ Rider Print to print the Rider. You could download PDF, Excel or Print it out by clicking the buttons at the top of the preview page.
