Making supplier payments

When a supplier payment is entered into the accounting module it will:

  • Create the necessary accounting entries
  • Update the supplier account balance
  • Mark selected invoices/credits as cleared
  • Where invoices relate to orders, those orders will be marked as paid in the orders module

Entering a supplier payment

Supplier payments can be created in the following ways:

  • Manually within the supplier payment allocation screen
  • Using the bank matching routine

If a payment was recorded against the original order the invoice will automatically be marked as paid in the accounting module.

How to mark an invoice as paid

  1. Search for and open the supplier record.
  2. Navigate to the payment allocation screen, using the link in the Financials info box.
  3. Enter the amount to pay against the relevant invoice(s) and credit(s).
  4. To write-off an amount on any invoice or credit enter an adjustment amount and select where this balance should be posted to in accounting below the table.
  5. Select the bank account.
  6. Enter the payment date.
  7. Enter a payment reference.
  8. Check the payment total.
  9. Click Submit.

Paying multiple invoices

A payment can be made to pay a supplier for multiple invoices. This is done from the Supplier payment allocation screen. Invoices may be paid in part or in full, credits and on-account amounts can be included in the same transaction.

How to record a payment against multiple invoices

  1. Search for and open the supplier record.
  2. Go to the Payment allocation screen using the link within the financials information box.
  3. Make the following entries:

    Bank account: Select the bank account the payment will be made from.

    Date: Select the date the payment will be made from the chosen bank.

    Check number: Leave this blank unless the check number that will be used is known. The number will be assigned when it is printed.

    Adjustment account: Specify where any write-off amounts entered in the adjustments boxes should be recorded.

    Reference number: Enter the payment reference number.

    Memo: This memo can be printed onto checks.

    Send advice to: Select which people at the supplier should receive an email with the payment details.

  4. There are several different ways of allocating a payment:

    To make an on account payment enter the amount in the provided field. This amount will sit unallocated on the supplier account ready to be applied to invoices at a later date.

    To pay an invoice enter the amount in the "To pay now" field.

    To distribute a specific amount across numerous invoices (until it runs out) select the invoice rows and click the Pay amount button.

    To pay a batch of invoices in full, select the rows and click the Pay button.

    pay-multi-invoices.png

  5. Click the Allocate payment button to submit the payment.

The invoices paid in full will automatically be cleared and removed from the outstanding list. Invoices with a remaining balance will stay on the account, indicating how much has been paid so far and how much is left to pay.

Remittance advice

A remittance advice slip can be printed or emailed from Brightpearl. This document provides details of the invoice(s) and credit(s) a payment relates to.

How to print / email a remittance advice

  1. Search for and open the supplier record.
  2. Click the Financial History link within the Financials box on the right-hand side.
  3. Use the filters to search for the payment (type = PP) for which the remittance is required (most recent payments are displayed first by default).
  4. When the relevant payment is displayed, click the Print remittance action on the right-hand side.
  5. The remittance is displayed using the default remittance template "Payment remittance" (Id-1). Use the links at the top to select another template, email or print the document.

print-remittance.png

On account payments

An on account payment recognizes that a payment was made but it is not allocated against any invoices or credits. An on account payment can be allocated to invoices and credits at any time, leaving any un-utilized balance as on account until it is needed.

How to record an on account payment

  1. Search for and open the supplier record.
  2. Go to the Payment allocation screen using the link within the financials information box.
  3. Select the bank account, date and enter a payment reference.
  4. Enter the on-account payment amount.
  5. Click Submit.

on-account.png

 

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