There is a fast way of paying invoices already entered which does not involve entering any amount again. The method is principally intended for entries in the customer and supplier ledgers but does in fact work on any balance sheet account. To enter the payment of invoices:
1.Display the customer or supplier’s account by clicking on Cu or Su buttons on the main toolbar
2.With the mouse, click on one or more invoices to be paid (do not click on any part of a line shown in blue as this will jump you to another report). You can mix invoices and credits or indeed any other entry
3.Special payment or receipt buttons will appear on the toolbar just above the entries. Click on the appropriate button. This will display a payment dialog
4.Enter the date of the payment. The amount will already be entered for you, but if you are making a part payment or taking a discount overwrite it with the reduced amount
5.If you are paying in cheques from several customers on one banking (and this is not the first one), select the Add to previous general receipt option
6.If you want to print a remittance advice, cross the Remittance advice check box
7.Click the Save button or press the Enter key
8.To display or print a list of the payments included on the same paying-in slip, click on the last transaction entered caption at the bottom right of the company status bar
NB. You can enter customer and supplier payments using the buttons on the main toolbar, but then the invoices will not be matched off against the payment and will still appear as outstanding. If you are operating VAT cash accounting, invoices are only included in the VAT return when they are matched off against a payment.
Screenshot of an account showing the special payment buttons that appear when you select one or more entries
Cancelling the last payment entered
If you want to cancel a payment (perhaps the remittance advice did not print properly), choose the Delete Last Transaction command from the Edit menu.
Account history
If the account is displayed in the open entries view, the invoices paid will disappear. If you want to see them again, click on the All entries tab at the bottom of the window.
The All entries tab at the bottom of the account window
Payments on account
To enter a payment on account:
1.Display the customer or supplier’s account by clicking on Cu or Su buttons on the main toolbar
2.Click on the black PAY, CHQ or REC buttons at the bottom of the account window
3.Enter the date and amount of the payment in the dialog
If VAT cash accounting is turned on (Set Up>VAT command), the payment on account dialog will have a box for entering the provisional amount of VAT.
Screenshot of the bottom of a customer or supplier’s account window showing the payment on account buttons
Invoices settled by contra
If a payment involves the offset of invoices in one ledger against invoices in another, move the invoices to the same account before entering the payment. To move invoices to another account, click on them in an account enquiry and click on the Move Entries button that appears just above the entries.
Screenshot of a section of an account window showing the Move Entries button that appears when you select one or more entries
If you have entered the payment of invoices by using the buttons on the main toolbar (and not by clicking on the invoices as shown above), you will need to manually match off the invoices and the payment as follows:
1.Display the customer or supplier’s account by clicking on Cu or Su buttons on the main toolbar
2.With the mouse, click on the invoices and the payment to be matched off (do not click on any part of a line shown in blue as this will jump you to another report)
3.Click on the Contra button (¢) that appears on the toolbar just above the entries (this button only appears if the entries add up to zero)
Screenshot of an account showing the Contra button
