Payments

Payments

Payment Overview



The Payments document in AccountingSuite™ records payments made to a customer or a vendor that will not have a bill associated with the payment. To record the payment of a bill that has been entered in AccountingSuite™, please see Creating a Bill Payment. Payments documents may be used to record a cash payment that has been paid by printing a check from within AccountingSuite™.  


Recording a Payment


Navigation: Bank → Payments.


Payment Header



Main Tab :

1. From the payments list view, click the Create / New. A payment document is displayed.

2. In the Main tab, choose a Bank Account from the drop down menu. This is the account from which the payment is made.

3. The Posting Date defaults to today's date. Change this if necessary to reflect the actual date of the payment.

4. Choose the vendor from the Vendor drop-down list (may be a customer or a vendor) and the Remit To: contact. See Creating a Customer / Vendor to add a new vendor or new Remit to contact.

5. Choose a Payment Method from the drop-down list. If the payment method is not listed, see Adding Payment Methods in the Lists article to add additional payment methods.

6. Enter a Payment reference number in the Check / Ref field. (optional).


Note:  If the payment method is a check, the next check number will be auto-populated.

payment1The Payment list



URL Tab :

7. If there is a reference document stored online, enter the url for the document. Clicking the Open button will open the document in a new window. (optional) Alternatively you may upload a document by using the File Storage feature.

entering a url on a payment







Accounting Tab :

8. Select a Project from the drop-down list. (optional). If the project does not yet exist, it may be created by clicking the green + button in the drop down list. Simply title your new project and choose an associated customer or vendor and click save. For more information about Projects, see Projects / Jobs.  


Note:  The project entered in the Accounting tab will serve as a default for the project field in the line items.

ADDING THE PAYMENT LINE ITEMS :


9. Click the Add button.

10. Choose the appropriate General Ledger expense Account from the drop down list. If the expense account is not listed, you can add it on the spot. In the drop down list, click Show all, then click create. For more information on Accounts, see Accounting.

11. Enter the amount of the line item expense in the Amount field.

12. Enter a Memo. (optional)

13. Enter a Project. (optional)

14. Enter a Class. (optional)

Repeat steps 9-14 for each expense on this payment.

15. Click Save.

payment9-14 


Making a Payment by Check



If the payment is to be made via a check, the check may be printed directly from the Payment entry screen. Alternatively, it may also be printed at a later time from the Payment List view.


Payment Header



Main Tab :

  1. From the payments list view, click the Create button.
  2. In the Main tab, choose the bank account the payment will be made from in the Bank Account drop down menu.
  3. The Posting Date defaults to todays date. Change this if necessary to reflect the actual payment date.
  4. Choose the Payee from the Customer/Vendor drop-down list . If the Customer / Vendor does not exist, it may be created on the spot. Click the green + icon in the drop down list and click Create. See Adding a Customer / Vendor for more information.
  5. Choose Check from the Payment Method drop-down list.
  6. The next check number will automatically populate in the Check / Ref # field. It may be overwritten if necessary.

payment1


URL Tab:

7. If there is a reference document stored online in a location such as Dropbox or Google Drive, the URL for the document may be entered for reference. Clicking the Open button will open the document in a new window. (optional)


payment7


More Tab:

8. Select a Project from the drop-down list. (optional) If the project does not exist, it may be created on the spot by clicking Create. For more information about Projects, see Projects / Jobs.


payment8 


Adding the Payment Line Items



9. Click the Add button.

10. Choose the expense Account from the drop down list. This is the account that the expense will be added to in the General Journal. If the account is not present, it may be added on the spot by clicking the green + button in the drop down menu. For more information, see Adding Accounts.

11. Enter the Amount of the line item expense in the Amount field.

12. Enter a Memo. (optional)

13. Enter a Project. (optional)

14. Enter a Class. (optional)

Repeat Steps 9-14 for each line item expense for this payment.

15. Click Save, Save and Close or Save and New.

16. Click Print Check. A print preview page will be displayed.

17. Click Print to print the check.

  For more information about check printing, see Printing Checks and Adjust Check Printing.


Voiding a Check Payment



A payment may be voided if necessary. After a check is voided, adjusting journal entries will be created that will balance out the original general journal entries. Audit log records are created that record the voided check action. Navigation: Bank Payments.

1. Double-click the Payment from the list that you wish to void.

2. Click Void Payment.

3. In the pop-up window, enter the Void Date. A populated journal entry will be created with the date and displayed.

4. Click Post to complete the payment void.

Viewing / Editing a Previously Created Payment



  1. Navigate to Bank Payments
  2. From the list, double click a payment to open it in the individual view.
  3. Make the necessary edits and click Save.

Note: Be careful when editing documents, especially when editing dates and amounts. Changing these fields will have an impact on reporting for any time period for which this document is included.


Payments Tips and Tricks



  • In the list view, filter the list of payments by entering a search term in the Search field in the upper right hand corner. The search looks for the term in all fields and returns those that match.
  • On the Accounting tab, click the General journal button to show all transactions that were recorded in the General journal that are associated with this payment or click the Audit Log button to show records in the Audit log associated to the payment. The audit log shows the actions taken, the user who took the actions, the time and date of the action, and what was changed.
  • Any files associated with this payment may be uploaded using the File Storage feature. For more information, see File Uploads / Document Storage.
  • Items chosen from a list such as Accounts, Projects, Customers, Vendors, and Projects / Jobs may be created on the fly by clicking the green + button or the Show All Link and Clicking Create.

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