Supplier Payments

Overview

Use the Supplier Payments module to manage payments to suppliers. This module supports multi-currency.

The module can also be used to export a batch of Supplier Payments that can be imported directly into your internet banking.

Settings

User Settings

Note

The defaults are the values for new databases and new users. Your database may have different values.

Setting	Description	Default
Accounting: Supplier Age Analysis - Access Allowed	Yes or No.	No
Accounting: Supplier Debit Notes - Access Allowed	The options are: None User Supervisor Supervisor rights are required to change the status of a transaction to Approved or Posted and to edit or delete a Debit Note.	None
Accounting: Supplier Invoices - Access Allowed	The options are: None User Supervisor Supervisor rights are required to change the status of a transaction to Approved or Posted and to edit or delete a Supplier Invoice.	None
Accounting: Supplier Payments - Access Allowed	The options are: None User Supervisor Supervisor rights are required to change the status to Completed, Approve Payments, Post to Ledger and Delete Supplier Payments.	None
Default Transactions View: Supplier Debit Notes	The options are: Today All Pending All Active All Pending & Active	Today
Default Transactions View: Supplier Invoices	The options are: Today All Pending All Active All Pending & Active	Today
Setups: Suppliers - Access Allowed	Yes or No.	No
Setups: Suppliers Accounting - Access Allowed	Yes or No.	No

Accounting Settings

Setting	Description	Default
Allow CI,CC,SI,SDN transactions to be created in the Ledger	Yes or No. CI = Customer Invoice CC = Customer Credit Note SI = Supplier Invoice SDN = Supplier Debit Note	No
Create Supplier Payments in the Ledger	Yes or No.	Yes

List View

Info

The List View displays multiple Supplier Payments in a summarised format.

Buttons Explained

Button	Description
Reset	Resets the Data Filters to default.
View	Generates a list of Supplier Payments according to the data filters.
New	Creates a new Supplier Payment.
Output	Outputs PDF documents. Options include Print, Preview and Email.
Menu	Export (Bank format): Exports the list of payments as follows: ABSA Business Integrator > Email or Save to file. Standard Bank > Email or Save to file. Export Email Excel: Exports the data in Excel format. Export Grid: Generates a .xlsx file and lets you select a save location. Layout Save Grid Save Grid (All Users) Restore Grid Restore Default Grid Restore Default Grid (All Users)

Data Filters Explained

Filter	Description
Set	Sets a specific period (e.g. Today, This Month, This Year or Fin Year).
← →	Adjusts the date in the direction of the arrows.
Date	Lets you refine the date selection.
Supplier	Filters the data to include All or only a specific Supplier.
Bank	Filters the data to include All or only a specific Bank Account.
Status	Dropdown list to filter payments according to these statuses: All Pending (editable) Complete (read-only) Approved (read-only) Posted (read-only)

Fields Explained

Field	Description
Status	The status of the transaction.
SP No.	The system-generated number for the Supplier Payment.
Ledger ID (SP)	The system-generated ledger number for the supplier-payment transaction.
Ledger ID (SD)	The system-generated ledger number for the supplier-discount transaction.
Date	The transaction date.
Supplier	The name of the supplier.
Vendor No.	The supplier's vendor number.
Bank	The name of the bank account.
Reference	The reference on the transaction.
Due Date	The date on which the payment is due.
Subtotal	The amount due before discounts.
Disc%	The percentage discount applied.
Discount	The amount of discount applied.
Total	The total payment after discounts.
CUR	The Supplier Payment's currency (which is the supplier's currency).
Bank - Name	The supplier's bank details: Bank Name.
Bank - Acc No.	The supplier's bank details: Account Number.
Bank - Branch	The supplier's bank details: Branch Code.
Bank - SWIFT	The supplier's bank details: SWIFT Code.
Updated by	The user who last updated the transaction.
Updated	The date on which the transaction was last updated.
Menu (...)	A submenu to: Edit Delete Open Supplier Payment in Ledger Open Supplier Discount in Ledger

Edit View

Info

Edit View is the interface from which transactions are created or edited.

Buttons Explained

Button	Description
∧ ∨	Use the arrows to scroll through transactions.
Status	Used to update the status of the transaction.
Output	Outputs PDF Templates. Options include Print, Preview and Email.
New	Create a new Supplier Payment transaction.
Save	Saves the changes (greyed out if there are no changes).
Actions	Approve Payment: Approves the payment. Post to Ledger: Posts the transaction to the ledger. Edit Supplier: Opens the supplier's record.
Delete	Deletes the transaction.
Menu	Open Supplier Payment in Ledger Open Supplier Discount in Ledger Save Grid Save Grid (All Users) Restore Grid Restore Default Grid Restore Default Grid (All Users)

Fields Explained

Field	Description
Status	The status of the transaction.
Due Date	The date on which the Supplier Payment is due.
SP No.	The sequential number allocated to the Supplier Payment.
Date	The transaction's date.
Supplier	Name of the supplier.
Bank	Bank account from which the payment will be/was made.
Ref No.	The reference number for the payment.
Reference	Enter a reference.
Note	Enter a note.
Subtotal	Amount before discount.
Currency	The transaction's currency.
Discount	Amount of discount taken.
%	Percentage of discount taken.
Total	Payment amount.
Bank Detail	The Supplier's Bank details, including: Bank Branch Acc No. SWIFT
Outstanding Invoices Filters	Trans: Transaction identifier code (e.g. SI = Supplier Invoice). No.: The transaction's number. Date: The date of the transaction. Reference: The transaction's reference. Total (Inc): The total VAT inclusive transaction amount. Paid: The amount that is already paid. Due: The amount that is still outstanding. Menu (...) Open Transaction Open Ledger
Add to Payment (button)	Adds the selected Invoices to the Supplier Payment.
Invoices to be Paid	Trans: Transaction identifier code (e.g. SI = Supplier Invoice). No.: The transaction's number. Date: The transaction date. Reference: The transaction's reference. Total (Inc): The VAT inclusive total. Due: The amount that is still outstanding. Pay: The Supplier Payment Amount. Menu (...) Open Transaction Open Ledger
Remove from Payment (button)	Removes the selected Invoices from the Payment.

Warnings

Info

A red warning bar appears for the issues in bold. The solutions are inserted after the colons.

Field	Description
Supplier is blank	Select a supplier.
Supplier Vendor No. is blank	Enter a Vendor No. (The number is used as the Reference on the Bank Payment.)
Bank details are incomplete	Complete the bank details (Supplier Accounting Permission is required).
Total = 0	Allocate Outstanding Invoices to the Payment.

Supplier Payments

Overview#

Settings#

User Settings#

Accounting Settings#

List View#

Buttons Explained#

Data Filters Explained#

Fields Explained#

Edit View#

Buttons Explained#

Fields Explained#

Warnings#

Overview

Settings

User Settings

Accounting Settings

List View

Buttons Explained

Data Filters Explained

Fields Explained

Edit View

Buttons Explained

Fields Explained

Warnings