T
he Payments Made program allows you to update on the system, payments
you have made to suppliers. Unlike Automated Payments which help
you
proactively decide what invoices are ready for payment, Payments Made is
used to mark off what you have already decided to pay. This program does
not issue remittances. You should use the Automated Payments program
instead if you required remittances.
1. Select Gx Purchase in the toolbar.
2. Choose Payments Made from the menu.
3. Control Total - enter the total of all payments to be entered onto Power-Gx
in this batch.
4. Default Posting Date - confirm the default posting date. Be careful to
ensure you post transactions to the correct financial period.
5. Account Code - enter the supplier account that the first payment in the
batch is for.
6. Posting Date - confirm the posting date for this payment.
7. Cheque Date - enter the transaction date of the payment, i.e. the date
you wrote the cheque or made a Bacs payment.
8. Cheque Number - enter your cheque number or type Cash, Visa, Bacs
etc if the payment is not by cheque.
9. Cheque Amount - enter the payment amount in the payment currency.
10. Confirm the Exchange Rate if this is a foreign account. The Sterling
Amount will be calculated but you may also need to adjust itto handle
rounding differences. These two fields will be skipped if the supplier
currency is Sterling.
11. The outstanding invoices for this supplier will be displayed on the bottom
right section of the screen headed Transactions to be matched. To
allocate payment to an invoice, tick the check-box in the Match column.
The Cash Remaining shows in the top right corner of the screen. If the
amount of cash is less that the outstanding amount on the invoice, e.g. if
you have taken settlement discount, it will prompt you to create a
discount transaction for the difference. If you choose No the amount
underpaid remains outstanding on the account.
12. To assist you in locating a transaction there is a
Find facility above both the Transactions to Match and the Transactions to be Matched grids. Enter the text you wish to find and press the
Find button, if there is more than one occurrence of the text then press the
Find button again to locate the next occurence and so on.
13. You can amend the Cash Amount if you are part paying an invoice.
The Outstanding column is updated as you amend the Cash Amount.
14. Enter the Discount amount if you are writing off an underpaid amount as
discount taken. If you do not enter a discount amount, any outstanding
amount remains on the account, still to be paid.
15. Click the Save button to save the payment you have just posted and
allocated on this supplier. The Cumulative Total and the No.
Transactions in the batch will automatically be calculated and displayed
on the top left of the screen.
16. The cursor takes you back to Account Code so that you can enter the
next supplier payment in your batch.
1. Use the Previous and Next buttons to move through the items in the
batch, or use the Transaction No. drop-down menu to view a specific
payment in the batch.
2. You can make amendments such as un-ticking transactions so that
payment is not allocated to them. The amount will added back onto the Cash Remaining figure. You can amend the posting date, cheque date,
cheque number and cheque amount and reallocate to transactions if
required. Remember to Save the changes you make.
3. To remove a payment from the batch, click the Delete button.
4. To add further payments to the batch, click the Add button and enter the
payment as described above.
Update the Ledger
1. If you have posted and allocated all the payments in this batch correctly,
click the Update button. You will be warned if the Control Total does
not match the Cumulative Total. You may wish to choose No to
continue with the update and review the batch first to check for any
mistakes. If you are certain that you wish to continue the update anyway
choose Yes.
2. Confirm the bank nominal code. The default is taken from Purchase
Ledger Default Settings but you can select another nominal code from
the drop-down menu, for example to a credit card nominal account or
alternative bank account if this batch of payments are not being paid
from the usual bank account.
3. Choose whether you wish this batch to be consolidate when updated to
the nominal ledger. This option is usually left un-ticked so that each
payment appears separately in the bank nominal account enquiry.
This
makes it easier for bank reconciliation since your suppliers will bank
each
cheque individually.
4. Click the Ok button. The payment will now show on the supplier's
account and you can use Supplier Transaction Enquiry to view
it and the
invoices it has paid.