Description
Once Bills have been created, you can process their payment recording under Cash Management>Pay Bills. From here you can create manual payments, batch payments, checks, or previously created Vendor Credits. The Bills available from this page will be limited to those with status "approved" or "partial payment".
Note: if you have the System Setting to Allow Draft Bill Payments enabled, then Bills in Created status will also appear in this list available for Payment.
Columns
The following columns are available in the table
Number -The Bill number.
Due Date - The date the Bill had been marked due.
Reference - Bill Reference field
Vendor - The Vendor the Bill was created for.
Location - The Location the Bill was created in.
Amount - The total amount that the Bill was created for.
Amount Due - The amount left to be refunded on the Bill.
Amount To Pay - Amount to apply to the already created Bill.
Payment Date - Date to mark as paid.
Posting Date - Date to use to post associated Journal Entry.
Memo - Text field for description of applying Bill that can be reviewed on Payments page.
Status - Bill Status such as Created/Approved/Partial Paid/Paid
Approval Status - Approved or Unapproved
Payment Status - If a Payment has been created against it, that Payment status is listed here.
Create Bill Payments
Select which Payment Method (Manual, Vendor Credit, Batch).
Select which Ledger Account to use to apply funds from for the Payment (e.g. a Cash account) for one or more of the rows of Bills in the table.
A default account can be set for this Ledger Account for payment, please see Settings > Account.
Enter the Amount to Pay in the corresponding row(s) for the Bills to create a refund payment for.
Enter Payment and Posted Dates on the row(s) of any lines with Amount to Pay entries.
Enter an optional Memo on the row(s) of any lines with Amount to Pay entries.
Click the Pay button next to the Ledger Account selection at the top of the table.
Confirm the payments:
Once confirmed, the amounts will be applied to the Vendor as Payments, but will need to be approved on the Cash Management>Pay Bills>Payments tab (if your settings require this).
Mark many Bills as Separate Payments with Autofill Action
Select the checkbox at left of the Bills to be paid, and then click Autofill to add in the relevant information for each Bill where:
Amount Due will become the Amount to Pay
Date in the System Date Picker will become Payment and Posted Date
Individual Row Actions
Each row has the following actions:
AutoFill Row - Click to fill the Amount to Pay field with the Amount Due, and fill the Payment and Posted Dates with the system date in the upper right corner.
Clear Row - Clear out any entered data in the row.
Important Considerations
Vendor Credits need to be created prior to being applied against Bills
You can not overpay a Bill, this will result in an error