Paying a Supplier Invoice/Vendor Invoice

In this article:

• Paying a Supplier Invoice
• Viewing and Editing Previous Supplier Payments

Supplier invoices (also called vendor invoices) are the bills that are sent to you for your company to pay. When you submit the payment, the transaction will be posted to your general ledger. 

Paying a Supplier Invoice

To pay your supplier invoices:

1. In Actionstep, click the global Create button and choose Supplier Payment from the Accounting section. (You may need to click Show all to see the full set of options.) The New Supplier Payment window appears.
2. Provide the following information: 
   • Payment from: The bank account that the payment will be made from. Trust bank accounts will not be displayed.
   • Date: The date that the payment will be made out of your bank account.
   • Payment to: Select which supplier or invoice you are going to pay. Which option you select here controls what invoices are displayed in the lower half of this window. Your options include:
     • Multiple Suppliers shows all outstanding the vendors/suppliers at this date. You can apply a payment that will pay multiple suppliers at once.Each supplier will be listed and the total amount owing will be displayed beside them. Click on the name of the supplier to be able to see the invoices that are outstanding for that supplier. 
     • Supplier prompts you to select a vendor from the second field under the 'Payment to' section. After you have selected that vendor, any outstanding supplier invoices you have owing at the date of the payment will be displayed.
     • Matter prompts you to select a matter from the second field under the 'Payment to' section. Once selected any outstanding supplier invoices you have owing for that matter will be displayed.
     • Supplier Invoice prompts you to select a supplier invoice/vendor invoice from the second field under the 'Payment to' section. You can search by the invoice number, the supplier/vendor name or the amount which is owing.
   • Payment Method: Select how the payment should be processed. Which option you choose dictates what fields are displayed for the field that appears below this one. For example, if you choose Direct Deposit, the field below it will be updated to say Reference. If you choose Check, the field will show Check number.
   • Journal Memo: Enter a memo or note for this transaction. You can populate the Journal memo from a pre-set list of memos using the Quick-code dropdown. (These options are set by your admin.)
     TIP:  After making these selections, if you do not see the invoices you expect to see, check the Date. If the date is set before the supplier invoice date, the invoice will not be displayed.
     Once these initial options are specified, the list of available invoices is displayed.
3. Review and update the fields as needed: 
   • Our Ref and Their Ref show the reference IDs assigned to the invoice.
   • Inv Date and Due Date show the dates associated with the invoice.
   • Balance Due shows the amount on the invoice that must be paid. To indicate that you are paying the full amount, click the arrow next to  this amount and it will be copied to the Applied field. 
   • Applied shows the amount on the invoice you intend to pay. If you have multiple invoices, you can enter different amounts in each box and the result of all of the boxes will be totaled.
   • Check No/Reference: Enter a check number or additional reference for the payment.
   • Payment options: Choose from the following options:
     • Pay All pays the full amount owed to all invoices displayed.
     • Pay Overdue pays the full amount owed to all overdue invoices. (Overdue invoice dates appear in red.)
     • Pay Due This Month pays the full amount owed to all invoices that are overdue and due within this calendar month.
     • Pay None (Deselect All) clears the amounts from the Applied boxes on all invoices.
4. Click Save to save your changes and apply the payment.

Viewing and Editing Previous Supplier Payments

You are able to view any previous supplier payments in a dedicated list. If the payment isn't if it is included in a bank reconciliation or in a sales tax/VAT return, you can also edit the payment. 

To do this:

1. Go to Accounting > Purchases > Payments. The Supplier Payment Allocations page appears. (Note that your system may use a term other than Purchases, like Supplier Invoices, Payables, or Vendor. Choose the option that shows the term your firm has chosen.)
2. To edit the details, click the Participant name. The Edit Supplier Payment window appears.
3. Make any changes you need, or click Delete to remove the payment. 
4. Click Save to save your changes. 

Related Articles:

• Creating a Supplier Invoice/Vendor Invoice
• Accessing Supplier Invoices/Vendor Invoices