Supplier Payments Tutorial

Overview

Supplier Payments are the payments your organisation makes to suppliers to settle their accounts.

You can record Supplier Payments in QuickEasy BOS Professional in various ways.

💡These tutorials explain how to create and edit Supplier Payments. The tutorials also explain how to apply discount and allocate the payments to outstanding invoices.

Navigation
  • Main Menu > Accounting > Supplier Payments
  • Main Menu > Suppliers > Supplier Payments

Method A: Process a Supplier Payment Using the Supplier Payment Module

How to Create a Supplier Payment

Info

You can create Supplier Payments before or after they are made.

Before: A bookkeeper can capture the Payments that should be made and set them to Pending. A manager can check the payments, process them and either mark them Complete or give a list of payments back to the bookkeeper to make the necessary adjustments and then mark them Complete.

After: A manager can make the payments using the Supplier Age Analysis. A bookkeeper can capture the payments afterwards. In this case, the bookkeeper marks the payments Complete.

Warning

If you create the Supplier Payments and post them to the Ledger using this module, you must cancel them when you import the bank entries. Otherwise, they are duplicated.

  1. Navigate to Supplier Payments.
  2. Click New (button).
  3. Select a date on which the payment was made in the block next to SP No.
    • Note: SP No. stands for Supplier Payment Number and is automatically assigned.
  4. Select the Supplier to be paid from the dropdown list.
  5. Select the Bank from which the payment is made.
    • Note: If you have only one bank account, it is automatically selected.
  6. If applicable, select a Branch.
    • Note: If you are linked to a branch, it is automatically selected.
  7. Enter a Reference and a Note.
  8. The Currency is automatically set to the Supplier's Currency.
  9. Optionally, enter a settlement Discount percentage or amount.
    • Note: If a Discount % is filled in on the supplier's record, it appears in the discount fields.
  10. Click Save (button).
  11. Select the Invoice/s from the Outstanding Invoices section on the left.
    • Note: If you have many Outstanding Invoices, you can filter them using the options provided: All, Current, 30 days, 60 days, 90 days or 120+ Days. You can also select multiple invoices at a time:
      • Select all using Ctrl + A.
      • Hold down the Ctrl key and click the Invoices you want to select one at a time.
      • Click the first invoice, press and hold down the shift key and click the last invoice to include all the Invoices in a consecutive list.
  12. Click Add to Payment (button).
    • Note: This button moves the Invoice from the Outstanding Invoices section on the left to the Invoices to be Paid section on the right.
  13. To remove an Invoice, click the Invoice and click Remove from Payment (button).
  14. (Optional) For every Invoice, edit the value shown in the Pay (column) in the Invoices to be Paid section if the amount to be paid is less than the due amount.
    • Note: You cannot add amounts that are larger than the Due amount. The totals and subtotals in the header and footers are automatically updated based on the Invoices to be paid.
  15. Once the Supplier Payment is entered correctly, click Status (button) > Select Complete to prevent further changes.
  16. Click Save (button).
  17. Approve the Supplier Payment.
  18. Post the Supplier Payment to the Ledger.

How to Approve a Supplier Payment

  1. From editing a Supplier Payment: 
  2. Click Actions (button) > Approve Payment.
    • Note: You cannot approve a transaction that is incomplete.

How to Post a Supplier Payment to the Ledger

  1. From editing or viewing a Supplier Payment:
  2. Click Actions (button) > Post to Ledger.
    • Note: You must approve a Supplier Payment before you can post it to the Ledger.

Method B: Process a Supplier Payment Using the Ledger or Bank Import function

Info

With this method Supplier Payments are created in the ledger. They do not need to be approved or posted.

Use this method when you are paying foreign currency invoices.

How to Create a Supplier Payment

  1. Navigate to the Ledger (Main Menu > Accounting > Ledger).
  2. Click the arrow on New (button) > Supplier Transactions > Supplier Payment.
  3. Select a date and period on which the payment was made in the block next to Ledger ID.
  4. Select the Supplier to be paid from the dropdown list.
  5. Select the Bank from which the payment is made.
    • Note: If you have only one bank account, it is automatically selected.
  6. If applicable, select a branch.
    • Note: If you are linked to a branch, it is automatically selected.
  7. Enter a Reference and a Note.
  8. The Currency is automatically set to the Supplier's Currency.
  9. Click Save (button).
  10. Select the invoices from the Outstanding Invoices section on the right by checking the checkboxes next to the invoices.
  11. Change any of the amounts if necessary.
  12. Click Allocate (button).
    • To remove all the allocated invoice, click Clear (button) on the left.
    • To remove a single allocated invoice, click Menu (...) next to the invoice > Delete Allocated.
  13. If any balances are left that must be allocated to discount, click Menu (...) next to the Outstanding amount > Discount Outstanding.
    • Confirm that discount must be allocated on the popup.
    • The discount transaction is created and set to pending.
  14. Click Done (button).

How to Create a Supplier Payment for a Forex Invoice

Info

Use this procedure when the currency of the payment bank account does not match the currency of the invoice (e.g. if you use ZAR to pay a USD invoice).

  1. Navigate to the Ledger (Main Menu > Accounting > Ledger).
  2. Click the arrow on New (button) > Supplier Transactions > Supplier Payment.
  3. Select a date and period on which the payment was made in the block next to Ledger ID.
  4. Select the Supplier to be paid from the dropdown list.
  5. Select the Bank from which the payment was made.
    • Note: If you have only one bank account, it is automatically selected.
  6. If applicable, select a Branch.
    • Note: If you are linked to a branch, it is automatically selected.
  7. Enter a Reference and a Note.
  8. Enter the amount paid as per the bank statement in the Local Currency. It is automatically converted to the Supplier's Currency.
  9. Click Save (button).
  10. Select the invoices from the Outstanding Invoices section on the right by checking the checkboxes next to the invoices.
  11. Change any of the amounts if necessary.
  12. Click Allocate (button).
    1. To remove all the allocated Invoices, click Clear (button) on the left.
    2. To remove a single allocated invoice, click Menu (...) next to the invoice > Delete Allocated.
  13. Click Done (button).
  14. Navigate to the Ledger.
  15. Set Filter = Supplier Account.
  16. Account = Select the applicable supplier.
  17. Click View (button) to view the outstanding balance.
    • Note: This step assumes the account was paid in full. If that is not the case, select the outstanding amount next to the paid invoices instead of the balance.
  18. If the Balance on the account is a Debit:
    1. Click the arrow on New (button) > Supplier Transactions > Supplier Forex Loss.
    2. Select the Supplier.
    3. Total (Inc) = Enter the Balance on the account and select No VAT.
    4. Click Save (button).
    5. Allocate the amount to the Outstanding Invoices (click Allocate (button)).
    6. Click Done (button).
  19. If the Balance on the account is a Credit:
    1. Click the arrow on New (button) > Supplier Transactions > Supplier Forex Gain.
    2. Select the Supplier.
    3. Total (Inc) = Enter the Balance on the account and select No VAT.
    4. Click Save (button).
    5. Allocate the amount to the Outstanding Invoices (click Allocate (button)).
    6. Click Done (button).

General Supplier Payment Functions

How to Edit a Pending Supplier Payment

Warning

Changing a posted Supplier Payment changes both the Supplier's account and the Bank account.

Only change a completed payment to correct an amount entered in error. Otherwise:

  • If you short-paid the supplier, create a new payment for the balance when you pay it.
  • If you overpaid the supplier, leave the overpayment as a credit and allocate it to the next invoice.

This approach makes it easier to reconcile the Supplier's account (with their records) and the bank account.

  1. Navigate to a Supplier Payment.
  2. If the payment's status is still pending, you can edit any of the fields.
  3. If the payment status is not pending, and you have the required permissions, change the status back to pending.
    • Note: You might have to remove all the allocated transactions before the transaction is editable (click Remove from Payment (button)).
  4. To add or remove transactions:
    1. Remove records by selecting a record on the right in the Invoices to be Paid grid view > Click Remove from Payment (button).
    2. Add records by selecting a record on the left in the Outstanding Invoices grid view > Click Add to Payment (button).
  5. Once complete, click Status (button) > Complete to make the transaction read-only.

How to Delete a Pending Supplier Payment

  1. Navigate to the Supplier Payment.
  2. Change the status to an editable status (e.g. Pending).
  3. Click Delete (button).

How to Fix Supplier Payment Warnings

  • Missing information is indicated on the red bar above the transaction.
  • A payment cannot be approved until the fields are completed.

Missing information can include:

  • The Supplier Payment Form: Check that all the steps under How to Create a Supplier Payment were completed.
  • The Supplier Account: Navigate to the Supplier Account (Actions > Edit Supplier) and fill in the missing information under the Accounting tab.

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