payments_and_receipts:cash_payments

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payments_and_receipts:cash_payments [2018/01/31 02:46] – [Entering payments] Craig Drownpayments_and_receipts:cash_payments [2021/08/09 03:19] (current) – Mark Glover
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-===== Payments to suppliers ===== +====== 11.01. Payments to suppliers ======
 <wrap info>Updated: version 3.1</wrap> <wrap info>Updated: version 3.1</wrap>
  
-==== Entering payments ==== +The best practice payment flow is diagrammed below.  These steps ensure accuracy is maintained and payments are made for the correct amounts based on the actual goods received.
-This functionality is used to record payments that you have made to suppliers for goods received from them. To be able to record payments you need to activate the payment module in the preferences  ([[preferences:invoices|Invoices 1 tab, 'Activate supplier payment module' check box]]) first.+
  
-Some important points:+{{ :payments_and_receipts:payments_flow_diagram.jpg |}}
  
-  * When the payments module is activated, each supplier invoice will have its amount outstanding recorded (the amount left to pay to the supplier). Any invoices finalised before the module is activated have their outstanding amount set to zero, so will not show for payment. +mSupply can be used to record payments that you have made to suppliers for goods received from them. To do this, you need to activate the payment module in the preferences  ([[preferences:invoices|Invoices 1 tab, 'Activate supplier payment module' check box]]) first. 
-  * Only finalised supplier invoices can have payments entered for them. Use the **File > Finalize supplier invoices** command to finalise all invoices or view invoices (**Suppliers >  Show supplier invoices**) and finalise them individually once all the details are correct.+ 
 +<WRAP center round important 60%> 
 +  * Any Supplier Invoice that is finalised //after// the Payments Module is activated will have its **amount outstanding** recorded (the amount left to pay to the supplier). Payments can then be entered against those Supplier Invoices. 
 +  * Therefore, it is important to finalise any Supplier Invoices that have //already// been paid //before// the Payments Module is activated.   Any Supplier Invoices finalised //before// the Payments Module is activated will have their **amount outstanding** set to zero, and so will not show for payment.  Use the **File > Finalize supplier invoices** command to finalise all invoices.  Or, view invoices (**Suppliers >  Show supplier invoices**) and finalise them individually once all the details are correct.
   * You cannot pay a supplier more than the total outstanding (as if you'd want to!). This is different to a [[payments_and_receipts:receiving_payments|cash receipt]], where you can accept an overpayment from a customer.   * You cannot pay a supplier more than the total outstanding (as if you'd want to!). This is different to a [[payments_and_receipts:receiving_payments|cash receipt]], where you can accept an overpayment from a customer.
 +</WRAP>
 +
 +===== Entering payments =====
  
 To enter a new cash payment, choose **Supplier > New Cash Payment** from the menus (or click on the {{:payments_and_receipts:navigator_new_icon.png?20|}} icon in the Payments section on the Suppliers tab of the navigator to be shown the new cash payment window: To enter a new cash payment, choose **Supplier > New Cash Payment** from the menus (or click on the {{:payments_and_receipts:navigator_new_icon.png?20|}} icon in the Payments section on the Suppliers tab of the navigator to be shown the new cash payment window:
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 {{ :payments_and_receipts:cash_payments_payment_entry.png?600 |}} {{ :payments_and_receipts:cash_payments_payment_entry.png?600 |}}
  
-<WRAP info center round 90%> +The table of invoices you can enter a payment against is populated with all the finalised invoices in the store you are currently logged into (in all currencies). 
-The **Their ref** field label can be customised in the preferences to be anything you want. Please see [[preferences:general#label_for_field_on_cash_payment_or_receipt|General preferences]] for more details. + 
-</WRAP> +=== Entry steps ===
-== Entry steps ==+
    
-  - Enter the supplier name or code in the Name field. Once you have chosen the supplier, a list of finalised supplier invoices that still have an amount outstanding will be displayed. +  - Enter the supplier name or code in the Name field. Once you have chosen the supplier, a list of finalised supplier invoices for that selected supplier that still have an amount outstanding will be displayed. 
-  - Enter a comment about the payment in the Note box. If you leave this blank mSupply(r) will automatically create a note containing a list of the invoices the payment is paying off.+  - Enter a comment about the payment in the Note box. If you leave this blank mSupply will automatically create a note containing a list of the invoices the payment is paying off.
   - Select the currency you want to pay in. You can only enter payments in one currency at a time so all those invoices that are in a different currency to what you have selected will be greyed out in the list and you will not be able to enter a payment amount against them.   - Select the currency you want to pay in. You can only enter payments in one currency at a time so all those invoices that are in a different currency to what you have selected will be greyed out in the list and you will not be able to enter a payment amount against them.
   - The rate stored in mSupply for the particular currency you have selected is displayed in the Rate box. If you wish to use a different rate (e.g. the rate you know the bank will use ) you can change the rate to match it (and the calculated payment amounts will be updated automatically). Note that the rate is set to 1 and is unchangeable if you have selected your local currency.   - The rate stored in mSupply for the particular currency you have selected is displayed in the Rate box. If you wish to use a different rate (e.g. the rate you know the bank will use ) you can change the rate to match it (and the calculated payment amounts will be updated automatically). Note that the rate is set to 1 and is unchangeable if you have selected your local currency.
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   - Note that the **OK** and **OK & Next** buttons will remain disabled until the Payment amount is non-zero and the To allocate amount is zero (i.e. a payment amount has been entered and has all been allocated to invoices).   - Note that the **OK** and **OK & Next** buttons will remain disabled until the Payment amount is non-zero and the To allocate amount is zero (i.e. a payment amount has been entered and has all been allocated to invoices).
  
-==== Viewing cash payments already made ====+===== Viewing cash payments already made =====
 Choose **Suppliers > Show cash payments...** from the menus or click on the {{:payments_and_receipts:navigator_show_icon.png?20|}} icon in the Payments section on the Suppliers tab of the navigator. You will be presented with the standard transaction find window which allows you to filter the cash payments you see: Choose **Suppliers > Show cash payments...** from the menus or click on the {{:payments_and_receipts:navigator_show_icon.png?20|}} icon in the Payments section on the Suppliers tab of the navigator. You will be presented with the standard transaction find window which allows you to filter the cash payments you see:
  
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 To view an individual payment simply double click on its line in the list and you will be shown a read-only view of the cash payments form containing all the details of the payment you made and the invoices it was paying. To view an individual payment simply double click on its line in the list and you will be shown a read-only view of the cash payments form containing all the details of the payment you made and the invoices it was paying.
 +If you have the correct user [[admin:managing_users#the_permissions_tabs|permissions]] you can edit the payment note at this stage even if the payment has been finalised. 
  
-// Previous: [[issuing_goods:customer_budgets|Customer Budgets]]     Next: [[payments_and_receipts:receiving_payments|Receiving payment from Customers]]//+\\ 
 +\\ 
 +|  //  Previous:  **[[payments_and_receipts: |11. Payments and Receipts]]** | | Next: **[[payments_and_receipts:receiving_payments|11.02. Receiving payment from customers]]** //  |
 ---- struct data ---- ---- struct data ----
 +pagestatus.status    : 
 ---- ----
  
  • Last modified: 2018/01/31 02:46
  • by Craig Drown