Entering a manual payment

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Overview

This procedure describes how to make a one-off manual payment to a supplier rather than as part of the regular payment run. It is useful in situations when an invoice has become due for payment and needs to be paid immediately.

Enter a manual payment

  1. On the main menu, Bookkeeping > Cash Posting > Purchase Ledger Payments.

  2. In the Payments window, on the right side of the window, select the Ledger option.

  3. Select the Company from the drop-down list.

  4. Click in the Account field and select a bank account from the drop-down list.

  5. Click in the Source field and select the method of payment.

  6. Enter the Supplier Code or the Supplier Name then press the [Enter] key. When one is entered correctly, the other displays automatically.
    The list of all outstanding invoices for the selected supplier are displayed.

  7. Enter the Date, cheque Number, a brief Description of the payment and the Amount.

Note

If you want to pay the supplier part of the invoice amount rather than the whole amount, enter the amount you want to pay in the Amount field.
  1. In the Number column, click (highlight) the invoice to be paid.
    The Allocation window appears, without any amounts displayed in the Amount fields.

  2. Click the Allocate button to allocate the relevant amount.
    The Allocate column in the Payments window will now show the amount entered as being allocated against the respective invoice.

  3. Click the Post button Post button to post the transaction.
    A message is displayed alerting you that posting these details would commit these transactions permanently.

  4. Click Yes to post the transaction and close the message window.
    If the default payment source for the supplier is Cheque, or Cheque is selected from the drop down menu, the Cheques ready to print window is displayed.

  5. Select the cheque to be generated by highlighting the appropriate line, and clicking on the Preview button (or the Print button).
    Microsoft Word is launched with the relevant cheque displayed.

  6. Once you have viewed the cheque details close MS Word.
    The Cheques ready to print window is redisplayed.

  7. Select the Printed checkbox to indicate that the selected cheque has been printed.

  8. Click Close to close the Cheques ready to print window.
    The invoice originally selected for payment will have disappeared from the Payments window.

  9. Click Close to close the Payments window.

Note

Alternatively, you can use the Payment Run facility to prepare/ print multiple cheques.
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