Paying a Supplier Invoice/Vendor Invoice

Created by Allison Cloyd, Modified on Tue, 24 Jan 2023 at 03:34 PM by Robert Butler

 

NOTE: Actionstep offers in-built Accounting to users on our Practice Pro + Accounting plan. This article covers functionality only available with that option.

 

Supplier invoices (also called Vendor invoices) are the bills that are sent to you for your company to pay.

In this article, we will show you how you can process a payment against a supplier invoice you have already created. We will also show you where you can go to see a list of your supplier invoice payments in Actionstep.

 

Opening the Supplier Payment screen

You make payments against supplier invoices by using the 'Supplier Payment' screen. When saved, the transaction will be posted to your general ledger.

To open the supplier payment screen, you can use the square green plus 'Global Create' button at the top right of the Actionstep. 

 

Create_a_Supplier_Payment_1.png

 

You can also access the Supplier Payment screen from the open supplier invoice.

Create_a_Supplier_Payment_2.png

 

Or from the list of supplier invoices.

Create_a_Supplier_Payment_3.png

 

Or from the list of payments.

Create_a_Supplier_Payment_4.png

 

 

Understanding the Supplier Payment screen

Follow this process when processing a payment:

  1. Select the Supplier or invoices you wish to pay.
  2. Enter a memo.
  3. Apply the appropriate amount you want to pay to the invoice(s).
  4. Check that the other details of the payment are correct and click on Save to process it.

At the top of the screen are the details about the payment that will come out of your bank account. The second half of the screen shows the supplier invoices you will be paying. 

Understanding_the_Supplier_Payment_Screen_5.png

Below is an explanation of what each field is and how to use it in more detail.

 

FieldDescription
Payment fromThe bank account that the payment will be made from. Trust bank accounts will not be displayed.
DateThe date that the payment will be made out of your bank account.
Payment to

Select which supplier or invoice that you are going to pay.

The 'Payment to' fields control what invoices will be displayed in the lower half of the Supplier payment screen.

There are two possible fields in the 'Payment to' section. The first field is to choose what type of value you are going to search by, the second will allow you to search for the value.

The options are explained:

Multiple Suppliers - This will show all outstanding the vendors/suppliers at the date. You will be able to 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. 

Multiple_Vendor_Payment_option_8.png

Supplier - You will be prompted 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. 

Single_Vendor_Payment_option_6.png 

Matter - You are prompted 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.

Matter_Payment_option_7.png

Supplier Invoice - You are prompted 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.

Supplier_Invoice_6a.png

If you cannot see the invoice, check the date. If the date is set before the supplier invoice date, then the invoice will not be displayed.

Payment Method

Select how the payment was processed. 

The option that you chose will dictate what fields are displayed for the 'Reference'.

For example, if you were to choose the option 'Printed check' you would have a field asking you to choose the check series. If you were to choose "Electronic funds transfer' you would have a field asking you for a reference.

 

Payment_Method_9.png

Reference

Enter the reference for the transaction. This is displayed in your bank reconciliations to make it easier to identify transactions.

The field may have a different label depending on the payment method selected. For example, if the payment method is Printed Check, you will be prompted to choose the check series.

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.

Quick-code

The Quick-code dropdown will allow you to populate the Journal Memo field faster. The options available will be set by your Admin.

Check No/Reference

Appearing in the lower half of the 'Supplier Payment' screen, enter a check number or additional reference to the payment.

Applying funds to invoices

In the lower half of the 'Supplier payment' screen will be listed the supplier or vendor invoices that are able to be paid. What is displayed is dependent on what option you select from the 'Payment to' field (see above).

Each line will summarise one invoice, including

  • The Actionstep reference
  • The supplier's invoice number reference
  • The date of the invoice
  • The due date 

To the right of every line will be a right-pointing arrow /helpdesk/attachments/150002487993 and an 'Applied' box. Use these to set how much you will pay against the supplier invoice.

The amount that you enter into the 'Applied' box will be how much you are paying for that invoice. If you have multiple invoices on the screen, you can populate different amounts in each applied box and the result of all of the boxes will be totalled. 

By clicking on the /helpdesk/attachments/150002487993 arrow to the left of the applied box, you automatically fill the applied box with the total owing for the invoice. This can be a faster way to process payments if you intend to pay off all that is owed.

Payment Options

At the bottom of the Supplier Payment screen will be a drop-down which will allow you to apply payments to multiple invoices at once. This is useful when you have a number of supplier invoices that are able to be paid. 

There are four options to choose from and we explain what each means below:

Pay All - The full amount owing will be applied to all invoices displayed.

Pay Overdue - The full amount owing will be applied to all overdue invoices.

Overdue invoices are easily recognised on screen as the due date appears in red.

Pay Due This Month - The full amount owing will be applied to all invoices that are overdue and due within this calendar month.

Pay None (Deselect All) - Remove the amounts from the 'Applied' boxes on all invoice on screen.

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TIP: You are able to speed up the time you spend entering information into this screen by setting defaults for it.  The 'Payment from', 'Payment to' and 'Payment method' can all have default values set for them so that they are pre-configured to the options you use most often.

These defaults can be set in the Accounting Preferences.  You will have to be an Actionstep Administrator to set these up.

 

Viewing previous Supplier payments

You are able to view any previous supplier payments in a dedicated list found under the Accounting menu, under Supplier Payments, choose Payments.

 

Viewing_Supplier_Payments_10.png

 

Editing previous Supplier payments

From the list of previous supplier payments (see above) you are able to click on the Participants name or the amount to open the previously entered record. 

You are able to change any detail on the Supplier payment and click Save to update it. 

You are also able to use the Delete button in the bottom right of the Supplier payment screen.

Edit_Supplier_Payment_11.png

 

NOTE: There may be other criteria that stop you from being able to edit a previous payment, for example, if it is included in a bank reconciliation or in a sales tax/VAT return.


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